The URL can be used to link to this page

Home My WebLink AboutOctober 9, 2007 Executive Committee Meeting Agenda Tuesday, October 9, 2007 7:30 pm Council Chambers Chair: Councillor O'Connell (I) MATTERS FOR CONSIDERATION PAGES 1. Director, Operations & Emergency Services, Report OES 37-07 E 9-1-1 P.E.R.S. Updated Telephone System Policv and Procedure Manual 1-56 RECOMMENDATION 1. That the Report from the Finance and Administration Committee of Regional Council held on June 20,2007 be received; 2. That the updated agreement for the E9-1-1 P.E.R.S. Telephone System Policy and Procedure be approved; 3. That the Mayor and City Clerk be authorized to sign the agreement; and 4. That the approved and signed agreement be returned to Durham Regional Council with a copy of this Council Resolution. 2. Director, Operations & Emergency Services, Report OES 42-07 Pickering Soccer Club Ontario Trillium Foundation Grant Application Requirement 57-60 RECOMMENDATION 1. That Report OES 42-07 of the Director, Operations & Emergency Services regarding a Pickering Soccer Club Ontario Trillium Foundation Grant Application be received; 2. That Council acknowledges to the Ontario Trillium Foundation that the Pickering Soccer Club project to upgrade an existing soccer pitch with artificial turf, will be permitted to remain at Kinsmen Park for a period of ten (10) years; and 3. That in the event a sublicence agreE~ment is required by the Trillium Foundation, Council approve a new sublicence agreement between the City of Pickering and the Pickering Soccer Club that is in the form and substance acceptable to the Director, Operations & Emergency Services and City Solicitor. Executive Committee Meeting Agenda Tuesday, October 9, 2007 7:30 pm Council Chambers Chair: Councillor O'Connell 3. Director, Corporate Services & Treasurer, Report CS 36-07 Changes to Responsible Pet Ownership By-law Update to Fees & Chanoes By-law 61-75 RECOMMENDATION 1. That Report CS 36-07 of the Director, Corporate Services & Treasurer, be received; 2. That By-law No. 6693/06, being the Responsible Pet Ownership by-law, be repealed and a new Responsible Pet Ownership by-law be adopted to reflect housekeeping changes; and 3. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. 4. Director, Corporate Services & Treasurer, Report CS 38-07 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Manaoement Prooram 76-82 RECOMMENDATION 1. That Report CS 38-07 of the Director, Corporate Services & Treasurer regarding Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program be received for information; and 2. That Council approve in principle the capital asset definition for vehicles and equipment - as a tangible asset with a life expectancy of at least two years and the purchased or donated value must be at least $5,000.00. 5. Director, Corporate Services & Treasurer, Report CS 43-07 Investment Portfolio Activity for the Year Ended December 31,2006 83-90 RECOMMENDATION It is recommended that Report CS 43-07 of the Director, Corporate Services & Treasurer be received for information. Executive Committee Meeting Agenda Tuesday, October 9, 2007 7:30 pm Council Chambers Chair: Councillor O'Connell 6. Director, Corporate Services & Treasurer, Report CS 44-07 Final Approval for Financing of Council Approved Capital Projects - Internal Loans and External Borrowino Throuoh the Issuance of Debentures 91-109 RECOMMENDATION 1. That Report CS 44-07 from the Director, Corporate Services & Treasurer be approved; 2. That Council approve the internal loans of up to $597,000 to be borrowed from the Development Charges Reserve Funds based on the purposes, terms & conditions as specified in Attachment 1 and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary, including the recommendations below, to give effect thereto; and, 3. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debentures through the Regional Municipality of Durham up to a maximum amount of $2,070,000 for the projects listed on Attachment ~~ in the indicated amounts, for the following terms; Terms Amount 5- Year $ 210,000 10-Year 980,000 15-Year 880,000 Total $ 2,070,000 b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offering long term financing under similar terms and conditions; c) finance any capital expenditures currently financed through internal loans, should the need for funds arise, through the Regional Municipality of Durham or through a financial institution; d) make any changes, adjustments, and revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; Executive Committee Meeting Agenda Tuesday, October 9, 2007 7:30 pm Council Chambers Chair: Councillor O'Connell 4. That the costs of undertaking the financing, currently estimated at up to approximately $20,000, be charged to the 2007 Current Budget, General Government Loan Repayment; 5. That the estimated annual repayment costs of principal and interest for both internal loans and external debentures amounting to approximately $369,000 be included in the 2008 Current Budget and thereafter until the loan is repaid; 6. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debentures or long term financing arrangements, through the Regional Municipality of Durham, a financial institution, interna', loans or whatever means necessary at the discretion of the Treasurer; 7. That the Director, Corporate Services & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; 8. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 9. That the attached draft by-laws, providing for the authoriz.ation for the issuance of debentures, be enacted; and, 10. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 7. Director, Corporate Services & Treasurer, Report CS 45-07 Tender/Contract Approval - Councils' Summer Recess 11 0-131 RECOMMENDATION 1. That Report CS 45-07 regarding tendering and contract approvals during Councils' Summer Recess be received; and Executive Committee Meeting Agenda Tuesday, October 9, 2007 7:30 pm Council Chambers Chair: Councillor O'Connell 2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Council's summer recess being Tender No. T-1-2006, Cleaning Services, Tender No. T-4-2007 David Farr Park Dam Removal Project and Request for Proposal No. RFP-2-2007 Health & Safety Consultant Service, Standard Operating Procedures. (II) OTHER BUSINESS (III) ADJOURNMENT Litq oJ REPORT TO EXECUTIVE COMMITTEE Report Number: OES37 -07 Date: October 9,2007 0 1 From: Everett Buntsma Director, Operations & Emergency Services Subject: E9-1-1 P.E.R.S. Updated Telephone System Policy and Procedure Manual Recommendation: 1. That the Report from the Finance and Administration Committee of Regional Council held on June 20, 2007 be received; 2. That the updated agreement for the E9-1-1 P.E.R.S. Telephone System Policy and Procedure be approved; 3. That the Mayor and City Clerk be authorized to sign the agreement; and 4. That the approved and signed agreement be returned to Durham Regional Council with a copy of this Council Resolution. Executive Summary: The original 9-1-1 agreement between the Regional Municipality of Durham and the Regional Municipality of Durham Police Services Board and the municipalities with the Region was made as of May 1, 1991. This updated agreement will be circulated to Durham Regional Police Services Board and area municipalities for approval and signing. Financial Implications: Not applicable. Sustainability Implications: Not applicable Background: The 9-1-1 telephone system provides the public with easy access to a Primary Public Safety Answering Point, with capability of conferencing calls to appropriate Police, Fire or Ambulance Dispatch Centres. The system is funded by the Regional Municipality of Durham and maintained by Bell Canada. Pickering Fire Services is an Emergency Response Agency Dispatch Centre. ~__'!l:t!Jb.t.6 Report OES37 -07 October 9,2007 Subject: E9-1-1 P.E.R.S. Updated Telephone System Policy and Procedure Manual Page 2 I' 02 The E9-1-1 P.E.R.S. Policy and Procedure Manual describes the terms of reference covering the organization, maintenance, distribution and authorization of the 9-1-1 Policy Manual. The 9-1-1 Management Board is identified in the document, responsibilities of member agencies, procedures for call-takers, Bell Service classifications and a description of the system technology. It should be noted that the signature page will require amendment to read City of Pickering not Town. Attachments: 1. Regional Municipality of Durham E9-1-1 P.E.R.S Telephone System Policy and Procedure Manual Prepared By: ~ ~. -~-- William T. glas Fire Chief Everett Bunts Director, Operations & Emergency Services WTD:nrm Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City C ncil ,I' CORP0227-07/01 revised REGION OF DURHAM E9-1-1 P~E.Rj. POLICIES AND PROCEDURES "C"HNJ;"::\jT :'t I n .-,.c'. .... '1~1~. .. r, ....__.....,,~'. J', CES 37.-0 '7 ,i.,__._.. " ., ' 0 3 , oF- 5" L-r REGIONAL MUNICIPALITY OF DURHAM E 9-1-1 P.E.R.S. TELEPHONE SYSTEM POLICY AND PROCEDURE MANUAL ____""._.,I\!l&i. llf!1!lJ!!. II. ~""""~"""h"""""~--"""""""""""__"''''''', E9-1-1 P.E.R.S. POLICY AND PROCEDURES MANUAL "'\ 4;. I {I~S3 . x'. 1'. r. . . vr- ii' --, l I II I 04 TABLE OF CONTENTS Glossary of Definitions iii SYSTEM OVERVIEW Emergency Response Agency Dispatch Centres Answering Procedure Goals, Objectives, Policies 9-1-1 Management Board Complaint Taking Load Monitoring Responsibilities Non-Emergency Calls P.P.S.A.P. Manager P.P.S.A.P. Supervisor P.P.S.A.P. Call Taker Complaints Procedure 1 3 4 4 5 5 5 6 6 6 ] SYSTEM DESCRIPTION 9-1-1 Management Board Members (2006) 8 Member Agencies 9 Emergency Back Up Locations 9 Member Agencies Administrative Telephone Numbers 10 Primary Agencies 1.1 Answering 9-1-1 Calls and Determining the Prirr.lary Agency 12 Procedure for P.P.S.A.P. Call Takers 12 Bell Service Classifications 14 Conferencing Calls with the Primary Agency 15 9-1-1 "No Voice" Unknown Calls 15 Wireless Telephone Calls 16 VoIP Calls 1.6 Circuits Busy or No Answer 18 Re-directing Calls to Back Up Primary Agencies 20 Ringback Activation for All Emergency Agencies 21 Hold for Trace 22 Dealing with Auto-Dialer and Recorded Message Calls 23 Answering Calls from the Telephone Device for the Deaf (TDD;TrY) 24 Dealing with Nuisance and Abuse Calls on 9-1-1 25 Reporting Breakdowns to P.P.s.A.P. from Ambulance and Fire 26 Reporting Breakdownsrrrouble with the 9-1-1 System 27 Non Emergency Calls on 9-1-1 29 REGION O~ DURHAM ~9-1-1 ~.t.fts. POLICltS AND PROet[jURt~ " I 'P- .___ ,~, ,'<""'~7"7 "7 (;C''--)-~ .- 'L: 05 ...", '-'-iL ,~, i.) r",:> -,- Complaints Involving 9-1-1 Tape Replaying/Analysis Media Contact Overlap Area Calls 30 31 32 33 SYSTEM TECHNICAL DESCRIPTION System Description E9-1-1 P.E.R.5. Features ANI/All Terminals ANI/All Printer-P.P.s.A.P. ANI/All Printer-Downstream Agencies Service Classifications 1 2 3 4 5 6 9-1-1 JOINT POWERS OF AGREEMENT User Agencies 1.0 Provision of 9-1-1 System 2.0 Authority of Management Board 3.0 Description of 9-1-1 P.P.s.A.P. Function 4.0 Authority of the 9-1-1 P.P.S.A.P. Manager 5.0 Interpretation 6.0 Dispute Resolution 7.0 Execution Authorized Signatures 1 2 4 4 5 6 6 6 7 iii ^ ____~~_,~''"''''''''. Ji 06 Glossary Of Definitions REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES J ()ES3? -07 4 cF ~::;-If P. E.R.S.. ..... ........ ...................... Public Emergency Reporting System P.P.S.A.P..................................Primary Public Safety Answering Point S.P.S.A.P..................................Secondary Public Safety Answering Point ANI.......................................... .Automatic Number Identifier ALL........................................ ..Automatic Location Identifier CLEC...................................... ..Competitive Local Exchange Carrier LEC............... ............................. Local Exchange Carrier Vol P. ................................... ...... Voice over Internet Service Protocol V oISP....................,....... . ..... ..... . Voice over Internet Service Providers SMC..... ............... .................. .....Surveillance and Maintenance Centre (Bell) P.P.S.A.P. Manager..................Communicationsj9-1-1 Technical Services Manager TTY jTDD...................................Teletypwriter for the DeafjTelephone Device for the Deaf III REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES J cE:<; :37-0'7 07 SYSTEM OVERVIEW .- yc< c,c- 1/ 5 Dr-:::>..,- The 9-1-1 Telephone System provides the public with easy access to a Primary Public Safety Answering Point (P.P.S.A.P.), with the capability of conferencing calls to the appropriate POLICE, FIRE, or AMBULANCE DISPATCH CENTRE. The System is funded by the Regional Municipality of Durham and maintained by Bell Canada. The Primary Public Safety Answering Point is situated at Durham Regional Police Headquarters, 77 Centre Street North, Oshawa. Staff are under the supervision of the Durham Regional Police Communications Inspector. Call Takers at the bureau will answer 9-1-1 calls and direct them to the appropriate Police, Fire, or Ambulance. (Note: in the case of Durham Regional Police calls for service, the call taker will continue on with the call and obtain all information as required by the Durham Regional Police). ALL EMERGENCY RESPONSE AGENCIES DO THEIR OWN DISPATCHING. EMERGENCY RESPONSE AGENCY DISPATCH CENTRES Durham Regional Police Ontario Provincial Police Oshawa Central Ambulance Communications Centre (CACC) - MOHL TC Ajax Fire Department Clarington Fire Department Oshawa Fire Department (Whitby) Pickering Fire Department Using the information given by the caller and with established policy, the Call Taker will determine which agency has primary responsibility for the call and sets up a conference call accordingly. In most cases, calls are identified on the screen by a caller's telephone number and address, to ASSIST the Call Taker verifying appropriate information. .BOUNDARY CONFLICT Due to a conflict between the Bell Telephone boundaries and the Region of Durham's geographic boundaries, some telephone sites have been manually directed by Bell Canada to the Durham Region Public Safety Answering Point. This affects telephones in the 705 area code only. 1 ..... _"'_"O'Y'W,_"~,.__,.,__..*~:,.."".,.="",,,,,,..,.,_,.,~,...,, REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 08 ..1 r:', ~ cr '>4- ,,~ / PURPOSE To describe the terms of reference covering the organization, maintenance, distribution and authorization of the 9-1-1 Policy Manual. GENERAL 1. The manual contains the information required by personnel dealing with 9-1-1 calls to assist them in fulfilling. the requirements of the Goals, Objectives, and Policies of the System. II. The manual is reviewed, updated, and published by the 9-1-1 Management Board from information supplied by members of the various User Agencies and the Durham Regional Police Communications/9-1-1 Manager. III. Bell Canada supplies the operating features and instructions in the Procedures Section. IV. All Policy / Procedures issued for this manual must be approved by the 9-1-1 Management Board. V. You are urged to contribute ideas and suggestions for improvement to this manual by forwarding documentation to the Communications Manager. VI. The manual will be distributed along with updates to the following: Durham Regional Police Ontario Provincial Police CACC - MOHL TC Durham Region EMS Ajax Fire Department Clarington Fire Department Oshawa Fire Department Pickering Fire Department Whitby Fire Department Bell Canada VII. A written acknowledgement will be required for receipt of the manual and receipt of periodic updates. 2 REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES fi ..,".L.. {C~ ,3 J-c 7 ANSWERING PROCEDURE 7 of :";q.. 09 9-1-1 PRIMARY PUBLIC SAFETY ANSWERING POINT (P.P.S.A.P.) ANSWER WITH: liDO YOU REQUIRE POLICE, FIRE OR AMBULANCE?" DETERMINE AGENCY REQUIRED DO NOT QUESTION FURTHER CONFERENCE IMMEDIATELY AND CONFIRM CONNECTION CLEAR LINE - DISCONNECT POLICE ACCEPT & PROCESS COMPLAINT AS PER DEPARTMENT POLICY FIRE ACCEPT & PROCESS COMPLAINT AS PER DEPARTMENT POLICY AMBULANCE ACCEPT & PROCESS COMPLAINT AS PER MINISTRY POLICY ~ / NOTE: IT IS THE RESPONSIBILITY OF THE PRIMARY AGENCY TO ENSURE ALL NECESSARY ADDITIONAL AGENCIES REQUIRED ARE NOTIFIED. DO NOT ASSUME THAT THE 9-1-1 P.P.S.A.P. HAS CALLED ANYONE 3 ...,a,,"'S1.~~",_ "_"""""~._~'."".,._ I II I. 1 0 GOALS, OBJECTIVES, POLICIES REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES CeS?;l-D I :ti ,r{ of S: 4- GOALS To operate and administer a Primary Telephone Answering System accessed by an easily remembered telephone number (9-1-1), so that the calls can be quickly directed to Emergency Agencies with primary responsibility according to the information supplied by the caller. OBJECTIVES I. To maintain coverage of 9-1-1 lines at all times, in order to handle all incoming calls. II. To direct calls to the appropriate Agency without delay. III. To ensure breakdowns of equipment are reported IMMEDIATELY, so that service to the public is restored as soon as possible. IV. To maintain proper accountability for all expenditures. V. To maintain records and statistics for analysis, in order to identify possible changes and updates. POLICIES A 9-1-1 telephone number for response from any of the three Agencies; POLICE, FIRE, or AMBULANCE SERVICES, within the Durham Region 9-1-1 System based on information supplied by the caller. The 9-1.-1 number will be answered by a PRIMARY PUBLIC SAFETY ANSWERING POINT (P.P.s.A.P.) The P.P.S.A.P. will be situated at the Durham Regional Police Headquarters, 77 Centre St. North, Oshawa, as part of the Communications Bureau. The use of auto-dialers / tapes in conjunction with the 9-1-1 System is strictly prohibited. 9-1-1 Management Board: · A management Board will oversee the operation of the 9-1-1 System. · The Management Board must approve any use of the 9-1-1 Logo and literature. · All printed statistical information is the property of the Regional Municipality of Durham. 4 REGION OF DURHAME91il-l ~.E.R.s.~OLICIES AND PROCEDURES If' ,- C 'J"" .",''j i.,; t:.)) /"C' I 1 1 C; 0 r::..:; If GOALS, OBJECTIVES, POLICIES coot'd Comolaint Taking: · A minimum of six (6) CALL TAKERS will be in a position to accept calls at the P.P.S.A.P. to 9-1-1 on a 24-hour basis. · The P.P.s.A.P. conferences all calls for Agencies (except for Durham Regional Police) within the 9-1-1 System, regardless of apparent emergency j non- emergency status. · A P.P.S.A.P. call taker shall not act as complaint taker for any Secondary Agency on a 9-1-1 call except calls for Durham Regional Police. · Inquiries regarding a particular service will be handled by the individual Agency. Hold for Bell TracejAddre$s verification procedures will only be used for calls, which in the opinion of the requesting Agency are serious enough to warrant a line trace. Load Monitorinq Resoonsibilities: · The P.P.s.A.P. Supervisors shall monitor the loading on the 9-1-1 lines. When the need arises, non-emergency "Police calls for service" will be transferred to a secondary line and dealt with when the 9-1-1 lines are clear. · In addition to the other obligations set out in this agreement, the P.P.s.A.P. Manager and Supervisors shall be responsible for monitoring and reporting on the 9-1-1 P.P.s.A.P. performance, with particular regard paid to minimizing call blockage. To this end the P.P.s.A.P. Manager and Supervisors shall ensure that such information is generated and such techniques are employed as set out in this manual. · Any malfunction in the 9~ 1-1 System must be recorded and reported to the Bell 9-1-1 Surveillance & Maintenance Centre (SMC) (refer to Procedures). Non-EmergenCY Calls: · Incoming non-emergency calls on 9-1-1 shall be terminated. · The caller may be instructed to call the seven-digit service number for the appropriate user Agency. · It is the responsibility of the individual Agency to ensure 9-1-1 non- emergency calls are terminated. 5 _.""'_"'T;':'_..__-=~ . l ;,;,,:;;.a.;;jll In ;;_"- -;~;~~_'" _-..;- ;'st CF5 10 cl'? 5if- 1 2 REGION OF DURHAM E9-1-1 P.E.R.s. POLICIES AND PROCEDURES GOALS, OBJECTIVES, POLICIES cont'd P.P.S.A.P. Manaaer shall: · Be subject to inquiry from individual user Agencies and individual user Agencies may appeal any reply or decision given or made by the P.P.s.A.P. Manager to the Management Board. · Handle inquiries from the media with regards to the 9-1-1 System in general. · Monitor and control staffing expenditures for the 9-1-1 System. P.P.S.A.P. Supervisor shall: · Ensure that the 9-1-1 P.P.s.A.P. functions pursuant to the directives of the Management Board. · Monitor compliance of the 9-1-1 P.P.S.A.P. staff with operating compliance. · Ensure the 9-1-1 P.P.S.A.P. call takers follow Management Board Directories. Nothing in this agreement affects the obligation of the P.P.s.A.P. Supervisors to discharge normal supervisory responsibility as assigned by the P.P.s.A.P. Manager. · Supervisory staff of involved Agencies or members of the Management Board may listen to Master tapes at the P.P.S.A.P. · Be responsible for ensuring that Master tapes of 9-1-1 calls are held for a period of 3 years, unless required for evidence or legal purposes. P.P.S.A.P. Call Takers shall: · Receive and transfer incoming 9-1-1 calls to the appropriate user Agency (except for Durham Regional Police calls) · Obtain training and the operating requirements of the 9-1-1 P.P.s.A.P. as established by the Management Board. · Monitor conferenced calls until voice contact is made between the caller and the Primary Agency. 6 i" es; :; 1- ()-/ REGION OF DURHAM E9-1-1 PJ.R,S, ~O~IEr ~ND PROC~DUR~ 1 j Complaints Procedure: · All complaints involving the 9-1-1 System will be investigated by the appropriate Agency and reported to the Management Board. · Should an Agency feel there is a problem or complaint with 9-1-1 or its operation, the problem shall be referred to the 9-1-1 P.P.s.A.P. Manager in writing. An answer to the problem or complaint shall be given, in writing, within thirty (30) days. · If the Agency reporting the problem or complaint is not satisfied with the response given by the 9-1-1 P.P,S.A,P, Manager, the problem or complaint shall be referred to the Management Board in writing, The Management Board shall consider the problem or complaint and within thirty (30) days render a decision in writing, The decision of the Management Board shall be final. · It is understood that time limits may be extended, if agreed upon by all parties involved. 7 F;( ,.L",", :# ~r-? 7 fA c~ <; 'r REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 1 4 2,:1-1 MANAGEMENT BOARD 2006 Joe Kolodzie (Councilor-Oshawa) 905436-5612 jkolodzie@city.oshawa.on.ca 905 436-5691 FAX Don Beaton (Region of Durham Finance) 905668-7711 x 2250 don.beaton@region.durham.on.ca 905 666-6244 FAX Laurie Puhach-Gaudette (Manager C.A.C.C.) 905 430-0205 puhachla@sdsx.moh.gov.on.ca 905 430-5539 FAX Chief Randy Wilson (Durham Fire Chiefs) 905 683-3050 randy.wHson@townofajax.com 905683-8119 FAX Richard Armstrong (Durham Region EMS) 905665-6313 x 2250 richard.armstrong@region.durham.on.ca 905444-2042 FAX Inspector S. Whiteway (Durham Regional Police) swhiteway@drps.ca 905 579-1520 x 6420 905 579-2273 FAX Theresa Virgin (Communications/9-1-1 Manager) tvirgin@drps.ca 905 579-1520 x 6485 721-4224 FAX 8 I .....; . .. . l~';;:S37-c7 >. . ". fJ CPS/.f- REGION OF DURHAM E9-1-1 P.E.R.S. POLICIES AND PRQ'~DUR~S MEMBER AGENCIES IN DURHAM REGION: Police Services: Fire Departments: Ambulance: Note 1: Note 2: Durham Regional Police Ontario Provincial Police Ajax Fire Department Clarington Fire Department Oshawa Fire Department Pickering Fire Department Whitby Fire Department Oshawa CACC - MOH-L TC Calls for fire service in Brock Township will be conferenced to Ajax Fire Department Calls for fire service in Whitby/ScugogjUxbridge Township will be conferenced to Oshawa Fire Department EMERGENCY BACK UP LOCATIONS: AGENCY Ajax Fire Department Clarington Fire Department Oshawa Fire Department P.P.s.A.P. Pickering Fire Department Oshawa CACC BACK-UP DISPATCH Pickering Fire Department OshawajHampton Works Yard Clarington Fire Department Whitby Fire Station Ajax Fire Department Whitby Works Department 1 5 9 j " ''1>''',', <, Li,t"';;' 1]....'1'[" <t',-{,;". ;r,", '9 _l, . L REGION OF DURHAM E9-1-1 P.E.R.S. poliC'f{s~A~D PROCEDURES , II I 1 6 ADMINISTRATION OR INFORMATION TELEPHONE NUMBERS FOR AGENCIES WITHIN DURHAM REGION 9-1-1 SERVICE AREA Ambulance Oshawa Uxbridge jBrockjBowmanville 905 430-5530 1-800- 263-7721 Fire Departments Ajax Brock Twp Clarington Oshawa Pickering Scugog Twp Uxbridge Twp Whitby 905 683-3050 905 432-2355 905 623-5126 905 433-1238 905 839-9968 905985-2384 905 852-3393 905 668-3312 Police Services Durham Region Police (Ajax, Clarington, Oshawa, Scugog Twp, Whitby Brock Twp Pickering, Claremont Uxbridge Twp Royal Canadian Mounted Police Ontario Provincial Police 905 579-1520 1-888-579-1520 905 683-9100 1-888-579-1520 905 697-6000 1-70S- 329-1835 10 f (IiEi;'1)~(7 . ,s t' r:~!..f ' REGION OF DURHAM E9-1-1 P.E,R(S:' POLICIES AND PROCEDURES 1 7 THE PRIMARY AGENCIES PURPOSE: To describe the responsibility of the Primary Agency within the 9-1-1 System GENERAL: The Primary Agency is the Police, Fire, or Ambulance Dispatch Centre to which the caller will be connected. RESPONSIBILITIES: 1. To answer 9-1-1 calls promptly II. To give 9-1-1 calls priority over all other calls III. To establish criteria for emergency / non-emergency calls and advise non-emergency callers not to use the 9-1-1 number IV. To ascertain that the call has been correctly directed to the Agency requested V. If a call is incorrectly directed and the P.P.S.A.P. call taker is no longer on the line, the responding agency will record the information and relay it to the correct primary Agency as quickly as possible using PERS in order to relay the ANI/All information. VI. To determine if other Agencies should be involved and advise them of the emergency VII. To use the Ring Back Procedure where necessary VIII. To request a trace, where necessary IX. To advise the On-Duty Supervisor at the P.P.S.A.P. IMMEDIATELY, regarding equipment breakdown or trouble with the 9-1-1 System X. To request tape relaying from P.P.s.A.P. Communications in situations where necessary and warranted XI. To direct requests from the Media about 9-1-1 to the designated Supervisor member within each Primary Agency XII. To document Compliments, complaints, and suggestions to be forwarded to the On-Duty Supervisor XIII. To ensure that any message recording equipment not be connected to the 9-1-1 System XIV. To maintain statistics and prepare reports according to Management Board requests 11 I", . '.. " "'!.) /F): ..., "7 I .,,' ',,' i,:? ,i.-?k;") " /6 ()? .:.If-' REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES ANSWERING 9-1-1 CALLS AND DETERMINING THE PRIMARY 1 8AGENCY I Ij t. The primary Agency is the Police, Fire, or Ambulance dispatch centre to which the call will be connected, based on the caller provided information. Procedure: for P.P.S.A.P. Call Takers · Answer caB promptly, 9-1-1 calls are emergency until determined otherwise · The answering phrase will be "Do you require Police, Fire or Ambulance?" · All calls for Ambulance and Firewill be conferenced immediately using the PERS Fire or Ambulance connection. Automatic Number Identification (ANI) and Automatic Location Identification (ALI) details displayed on your screen assist you, but should NOTbe relied upon exclusively, as the ANI / ALI details pertain to the caller, not necessarily the incident. · ANI/All abbreviations are provided by Bell Canada and are to be used to determine the type of incoming telephone service. (See chart in this section) · Determine the most important Agency required as the caller can only speak to one Agency at a time i.e. - Any calls involving fire, the potential for fire, chemical or gas spills, the primary Agency will be a Fire Department For any medical calls, (including Poison Control), the primary Agency will be the Central Ambulance Communications Centre 12 ( DEi) -:rJ-(: '-7 '..; ~tGlON OF DURHAM E9+ i PH.S. ~rrdES ~D PROCEDURES 1 9 ANSWERING 9-1-1 CALLS AND DETERMINING THE PRIMARY AGENCY cont'd . Determine the Primary Agency: POLICE FIRE AMBULANCE Durham Regional Police Ajax Fire Department ash. Central Ambulance Communications Centre OR Clarington Fire Department OshawajWhitby Fire Department Ontario Provincial Police Pickering Fire Department . If more than one Agency is required, the Primary Agency is RESPONSIBLE for contacting any other Agency. However, the Call Taker at the P.P.s.A.P. may alert other Agencies of obviously serious calls. . If fire calls for Whitby/ Brock Twp, Scugog Twp, or Uxbridge Twp are received/ they will be conferenced to one of the following Primary Dispatch Centres responsible for the dispatching of their fire services. Whitby Scugog Uxbridge Brock Township OSHAWA FIRE DEPARTMENT AJAX FIRE DEPARTMENT . Inform the caller "stay on the line for " The Call Taker initially monitors the conversation between the caller and the requested Primary Agency to ensure that voice contact has been made. 1":> --- ~ . -_. .. no. ......_ . ....._ __ _ _.. _..__ _. _____n__ ._.__....___ .... _,....._ n= --c_.~ !. 0 t "",,",.,,"..;,,~_"", .__.,_~~ "'~-' ~=.~=- -- -"~-- ----- ,; !J' -1 I' (? I ,,- ..~ L . I _ l~{)Y::~f REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 20 BELL SERVICE CLASSIFICATIONS ABBREVIATION DESCRIPTION CEL Cellular The number on the screen MAY NOT BE the number of the cellular subscriber, but rather a cellular switch number COM Commercial Single line CPB Commercial Push Button including PBX PBX'S are private telephone switches. AU may not be the actual end user. The address information in Bell Canada records is likely to be the address of the PBX switch CTX Centrex (Business) Centrex lines are a type of PBX where the telephone equipment is located on the telephone company's premises rather than the subscriber's premises. Again All information may be unreliable FEX Foreign Exchange Service A foreign exchange is an exchange or NXX that is not from the local area LRR Local Residential Resale (Resellers to us) MUL Multi-party line, Commercial/Residential These may be 2 party or 4 party lines. 4 party lines do not have ANI, so all 4 party lines will default route and there will be no All - PUB Public Pay Phone (BeH Canada) Many pay phones are equipped for outgoing calls only. It is not possible to ring back the~~ phones. PUC Competitive Payphone -~-_._~---~- RES Residential -- ---, - ---'-----.---,< 14 , .. .. ... .~ ,-; ~.. ..... 7 -/'...-, I. sr i,.,[.-:) L- ,I REGION OF DURHAM E9-1-1 P.E.R.s'.';~8CrclE5 AND PROCEDURES 21 CONFERENCING CALLS WITH THE PRIMARY AGENCY All calls except for those for the Durham Regional Police will be conferenced to the appropriate Agency. Procedure: · Depress the 9-1-1 FEATURE key to obtain dial tone for conferencing. · Depress the appropriate labeled key indicating Fire or Ambulance. The caller will remain on the line with you until you release the call. . Listen for the ringing and an answer at the requested Agency. · You MUST stay on the line with the caller until voice contact is made between the caller and the Agency requested. · Release from the call by depressing the "release" button. 9-1-1 "No Voice" Unknown Calls · Where no verbal information has been confirmed for an event or incident from a caller on a landline call, the 9-1-1 Call Taker will initiate a full Agency response (Police, Fire, and Ambulance). The 9-1-1 Call Taker will be responsible for the notification of all three (3) agencies when this type of 9-1- 1 call occurs. · The call taker will remain on the line and continue to use the "ring back" procedure until an agency arrives at the location and advises the situation. · If it has been determined, there is a problem with the telephone line at the location, call the 9-1-1 Surveillance & Maintenance Centre (SMC) to have a repair ticket issued. · In the case of 9-1-1 "No voice" unknown calls in Brock, Scugog, or Uxbridge Townships, the Fire Department will only attend if the Police! Ambulance determine that they are needed. 15 ~'~:.J. . 11 l L L~L ] n i!lIIJIUI _-_",- ,.)c Cr::.:; i./- 2 2 REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES :." 11 J) ..j7 ! l' "-.' -I , \./..... "', '- , ., Wireless Telephone Calls Wireless enhancements to the 9-1-1 system provide additional information to 9- 1-1 call takers. This additional information is present on the 9-1-1 ANI/ ALI data spill and includes the 10-digit wireless callback number and the cell site address from which the call originated. Wireless Call Back · 9-1-1 personnel will attempt to call back a wireless telephone when a 9-1- 1 call is routed to our Centre and the call disconnects before personnel can adequately ascertain if assistance is need. · Personnel will call the number back once in an attempt to ascertain if assistance is needed. · If the wireless phone is busy or there is no answer, no additional attempts to contact the caller will be made. · If contact is made with the 9-1-1 caller, 9-1-1 personnel will follow established 9-1-1 call handling procedures. Indicated Emergency · Any evidence of an emergency situation will result in personnel initiating efforts to re-contact the call to determine the nature of the incident and an accurate location for appropriate emergency response. · Extraordinary attempts to locate a wireless 9-1-1 disconnect caller will only be made in the instance where an emergency is clearly indicated. VoIP (Voice over Internet Protocol) Calls Fixed VoIP · Cannot be physically moved from location to location. . Attached as a landline (Bell, Rogers, Shaw etc.) · Uses the 9-1-1 network just as any landline residential subscriber. . Call taker will received full ANI/ ALI, · Features that may not function are ring-back, caller hold etc. . 9-1-1 personnel will follow established 9.-1-1 call handling procedures. Nomadic VoIP · Can be used/moved to any location that has an internet connection, virtually anywhere in the world. · Any ANI/All information received is suspect as it may only provide information to the internet service provider and not necessarily the location of the caller. 16 ( o::(~- ')/ -{{l L""..- "~ l~ . ;2..f of '54- REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 23 VoIP Calls shall be handled as Wireless 9-1-1 calls . 9-1-1 personnel will attempt to call back a VoIP telephone when a 9-1-1 call is routed to our Centre and the call disconnects before personnel can adequately ascertain if assistance is need. · Personnel will call the number back once in an attempt to ascertain if assistance is needed. . If the VoIP phone is busy or there is no answer, no additional attempts to contact the caller will be made. . If contact is made with the 9-1-1 caller, 9-1-1 personnel will follow established 9-1-1 call handling procedures. 17 '.-r.- {t..-::.:. ~.~i9 Q f :5 if- REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 24 4:~ I CIRCUITS BUSY OR NO ANSWER Procedure: · The auto-dial keys labeled with Primary Agency names perform the dialing for you. If problems are experienced! the Primary Agencies can be reached by manually dialing the desired *code number or through their seven-digit Tandem telephone numbers as well. KEY LABELE~ Ambulance Ajax / Brock Fire Clarington Fire Oshawa / Whitby Scugog / Uxbridge Fire Pickering Fire Orillia O.P.P. STAR CODE NUMBER *21 *25 *22 *23 TANDEM NUMBER 713-8016 713-8141 713-8147 713-8150 *26 *36 713-8144 713-8114 · If agency 9--1-1 *code lines are busy use the seven-digit number of the agency as listed on the "speed dial" program after obtaining all necessary information for the incident. The 9-1-1 Call Taker will then ensure that this information is given to that Agency through their seven-digit emergency phone number. · In cases where an amount of multiple calls are received by the 9-1-1 Call Taker for the same incident! and the 9-1-1 Call Taker has verified that there is no new information that will further assist: the responding emergency agencies! the 9-1-1 Call Taker may advise the caller that we have the information and release the call. · Each Agency has a pre-set time limit for the conferencing of all calls (6 rings). If the conferenced call is not connected within that time limit! the ringing at that Agency will cease. The 9-1-1 Call Taker must then obtain all the necessary information and ensure it is given to that Agency. · Only the Primary Agency talks to the caller once voice contact is established between the caller and the Agency. 18 ['~ i' i C3 -7 ..,.-. ":,)' iCJ ...) /' . \,..; . '3') cr::' "'-q . I~( ..,".), - (..' '.... '. REGION OF DURHAM E9ii 1 ii 1 ~.E.R.S. POLICIES AND PROCEDURE~ I 25 · The 9-1-1 Call Taker at the P.P.s.A.P. is able to monitor the call and can release from the call without affecting the connection between the caller and the Agency. · The 9-1-1 Call Taker can remain on the line during calls with obvious potential for multiple Agency response in case further assistance is necessary even though requesting assistance from other Agencies remains the responsibility of the Primary Agency. 1Q ,",',' . f" I .... Cc<;,) REGION OF DURHAM E9-1-1 P.E.R.5. potI[I~~ AND PROCEDURES 26 RE-DIRECTING CALLS TO BACK UP PRIMARY AGENCIES Procedure: · When the 9-1-1 Call Taker is unable to direct calls to an Agency due to power or phone failure, the 9-1-1 Call Taker will re-direct the call to the designated back-up location listed AGENCY BACK-UP DISPATCH Ajax Fire Department Clarington Fire Department Oshawa/Whitby Fire Department P.P.s.A.P. Pickering Fire Department Oshawa CACC Pickering Fire Department Oshawa/Hampton Works Yard Clarington Fire Department Whitby Fire Station Ajax Fire Department Whitby Works Dept. · In the event of a major phone/hydro loss at more than one of the Agencies, the Supervisor on duty in the P.P.s.A.P. will determine where the 9-1-1 calls are to be directed until alternate arrangements can be made. · In the event, the 9-1-1 lines into the P.P.5.A.P. fail, the Bell 9-1-1 Surveillance & Maintenance Centre (SMC) will reroute all 9-1-1 calls to York Region 9-1-1 Centre until such time as the situation can be rectified, or; evacuation is determined as the best course of action. . In the event that a building evacuation becomes necessary, the P.P.S.A.P. (Durham Regional Police) connection to the back-up site at Whitby Fire shall be established once Communications personnel are present. · During the "back-up" operation from the Whitby Fire site, calls can be conferenced to Downstream Agencies with ANI/ALL · Emergency ring back will function while at the P.P.s.A.P. back up site. 70 ::',., :;'t >:,::,.:< ,:j~< ::<s 'c'{:: ~~ 4- REGION OF DURHAM E9-1-1 P.E.R.S. POLICIES AND PROCEDURES RINGBACK ACTIVATION FOR ALL EMERGENCY AGENCIES 'r+; r. '~ 7--D.7 27 This procedure allows the Call Taker to make the caller's telephone ring if the caller has hung up; or give off the "receiver off the hook" howler tone if the caller has not hung up. The procedure would be used if a caller has left the line before supplying sufficient information. The ring back feature will work ONL Yon 9-1-1 lines. If a call has been routed from a Bell operator, Cellular phones, or the Durham Region Police switchboard (7-digit numbers), ring back will not work. The ring back feature has not been fully tested on VoIP services. Procedure: . If there is a busy tone, the caller has hung up. . Depress the "9-1-1 FEATURE" key to obtain a dial tone. . Depress the labeled "ring back" key or; . Key *99 on the number keypad of the phone. · Listen for the normal ringing cycle. The caller's phone rings steadily, or 2 short rings repeatedly, until answered or you release the call. . If no answer, initiate the "HOLD" for Bell Trace Procedure if necessary, or dispatch according to the address details on the 9-1-1 screen. . If there is no tone, the caller has not hung up. . Depress the "9-1-1 FEATURE" key to obtain dial tone. . Depress the labeled "RING BACK" key or press *99 on number keypad. . You will hear ringing for six (6) seconds. The caller's phone will be emitting the "receiver off the hook" howler tones for six (6) seconds. . If there is no response repeat the procedure. . If there is no response to the second procedure, initiate the "HOLD" for Bell Trace Procedure if necessary. 21 f.--t;U REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES HOLD FOR TRACE 28 ( The "Bureau hold" 9-1-1 feature facilitates holding the 9-1-1 circuit for trace purposes even if the caller has disconnected. In situations requiring a trace where there is no ANI / ALI detail, and ring back has not been successful, the P.s.A.P. will involve Bell Canada S. M.C. for a physical trace of the call. Procedure: . When a Call Taker receives a call and has deemed a HOLD for Bell Trace will be required, note the tandem line number on the phone digital call display. · Refer to the 9-1-1 tandem line number to identify which line the call is on. . If the 9-1-1 Call Taker had deemed this is an emergency call and needs to stay on the line for safety reasons, have another Call Taker contact Bell Trace for you, or; . Transfer the call to a ON phone line. Pick up the call and depress the HOLD key. · Use an alternate ON line to call Bell Trace and have them search the line for you. . Provide the Bell SMC technician with the circuit number, or the caller's telephone number if you have it, and your call back phone number. . The call remains on HOLD, or active, until Bell Canada provides the address information and the designated Agency has made contact at the caller's address. · A live trace is only conducted when the ANI / ALI information is not available. Bell Trace Centre will advise when their trace is complete. . Bell Canada will give top priority to Trace requests. If there is difficulty obtaining the trace, the Bell 9-1-1 SMC Manager or Bell 9-1-1 Service Manager should be contacted. 22 : }< H'" (y::::.<; ,5 ;1..c'l ./~ it-oisif' . . REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES DEALING WITH AUTO-DIALER AND RECORDED MESSAGE CALLS 29 The use of auto-dialers with tape recorded messages in conjunction with the 9-1-1 number will NOTbe allowed. Procedure: · When pre-recorded calls are received at the P.P.s.A.P., the 9-1-1 Call Taker will immediately disconnect the call. 23 ,-) "' I ~,;J "",,,, "'/--ttg" ti i:~:5' . REGION OF DURHAM E9-1-1 P.E.R.S. POLICIESLf AND PROCEDURES 30 ANSWERING CALLS FROM THE TELEPHONE DEVICE FOR THE DEAF (T.D.D.) Calls for the Telephone Device for the Deaf (T.D.D.) may come in on 9-1-1 lines, or on the phone position itself. Procedure: . After recognizing the special tones, transfer the call to the "DEAF" line. . Pick up the receiver on the "DEAF" line and place it on "HOLD." . Activate the T.T.Y /T.D.D. machine. . Communicate with the caller through typed messages on the T.D.D. machine. 24 .!G; ICi ;:p.,( T x." (ii::-; 3 7-c'/ !' '.:jc{t!p.-;-'q;........ REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES DEALING WITH NUISANCE AND ABUSE CAllS ON 9-1-1 31 Due to the ANI/All feature of the Durham Region 9-1-1 system, most nuisance calls can be easily traced. Procedure: . Persistent abuses should be reported to the on-duty Supervisor for follow-up. . Any action taken regarding nuisance or abusive calls should be at the discretion of the Supervisor at the Agency receiving the call. . Slurred speech does not always indicate alcohol abuse. It could indicate the caller has a medical emergency. If there is reason to suspect medical difficulties, transfer the call to ambulance.. . If a call is deemed a nuisance call, Police may be dispatched to caution the caller and lay charges if necessary. 25 1" '" "Tn ~::r.?O, JFj" t'L'E<;'~~7<-",1 ",,,, ~'J~c "." "i'~,_._~, REGION OF DURHAM E9-1-1 P'.E~'R.s. pOLfaE~irAND PROCEDURES 32 REPORTING BREAKDOWNS TO P.P.S.A.P. - AMBULANCE & FIRE Secondary Public Safety Answering Point (S.P.S.A.P.) will advise the P.P.S.A.P. of equipment problems or breakdowns of 9-1-1 equipment components ONL y: Problems associated with the Agency's own telephone equipment will continue to be reported by the Agency directly to their telephone supplier. Procedure: . 9-1-1 telephone line problems, printer or screen problems will be reported to the P.P.s.A.P. Supervisor by dialing the regular Police number or using the direct "ring-down" line. · 579-1520 extension 6600 . 683-9100 extension 6600 for Pickering Fire . 9-1-1 lines are NOTto be used to report problems. . S.P.s.A.P. personnel will provide the P.P.S.A.P. Supervisor with the following information: . telephone line, screen or printer . Brief nature of the problem · Contact name and call-back number of personnel at the S.P.s.A.P. who reported the problem . Each P.s.A.P. is responsible for reporting all troubles related to the 9-1-1 lines & equipment to the Bell 9-1-1 Surveillance & Maintenance Centre (SMC). 26 , F..::C: '7 'I . 7 Li,.;; ..,/.-c, REGION OF DURHAM E9-1-1 P.E.R.s~/p8[lcIt; AND PROCEDURES 33 REPORTING BREAKDOWNS/TROUBLE WITH THE 9-1-1 SYSTEM Routine and Emergency 9-1-1 reports are given top priority by Bell Repair, however, when the on-duty Supervisor at the P.P.s.A.P. determines the commitment time or action proposed by Bell is not satisfactory, the on-duty Supervisor at Bell is to be notified. Procedure: . When a 9-1-1 Call Taker encounters 9-1-1 trunk problems: . Note the trunk access code and phone position number from the digit display. . Report the problem to the on-duty Supervisor IMMEDIA TEL Yand complete a 9-1-1 Inquiry report identifying details of the problem. . The Supervisor will: . Immediately report the problem to Bell Surveillance & Maintenance Centre at 1-800-263-7585. · Record the ACTION Ticket Number on the 9-1-1 Repair Report. . Follow up with the reporting Agency, if necessary, on a shift-to-shift basis until the problem has been corrected. . When Bell advises the problem has been corrected, complete the 9-1-1 Inquiry Report and forward it to the P.P.s.A.P. Manager. . If the problems occur after hours and the repair requests are exceeding the time limits that you believe they should be, then you are to ask to speak to the Bell SMC Manager. · The 9-1-1 SMC Manager is on-call 24/7 & he will continue to escalate as required until the issue is resolved. . If there is a major failure of the 9-1-1 system, the Durham Region 9-1-1 Manager will advise the 9-1-1 Management Board. 27 .'T....... . '.' r.'..!.;C',.''',Q;r~ ':?'7-{ /.; . ~. .:1 ',t"..! !..'I,j\ J _.-' i REGION OF DURHAM E9-1-1 P.E.R.~~~ek~S AND PROCEDURES 34 REPORTING BREAKDOWNS/TROUBLE WITH THE 9-1-1 SYSTEM Cont'd Printer / Screen Problems Procedure: · Ascertain from the S.P.S.A.P. if the screen or printer is the problem and not the trunk route. · If a screen or printer appears to be the problem, have a replacement taken to that Agency location. · Record the information on the 9-1-1 Inquiry Report. 28 " l. -'<C/'," ,:'}23"' :s "7 _7'. '7 ;+ __.m,-, -\~:('~~'~' .'''-;' - /' I.. I REGION OF DURHAM E9-1-1 P.E.R.5. POLICrtSCA~DPROCEDURES 35 NON-EMERGENCY CALLS ON 9-1-1 9-1-1 lines are for emergency calls only. Public education will reinforce when to call 9-1-1 versus calling administration telephone numbers for each Agency. Requests for traffic reports, low priority Police service requests and general information will be discontinued. Generally, non-emergency calls will be identified and disposed of by the Primary Agency, as 9-1-1 Call Takers will only determine with the caller, which Agency is required. The 9-1-1 Call Taker will only question the caller about the incident if it is unclear which Agency is required. Procedure: . The Call Taker determines that a call is a non-emergency. . Advise the caller to call back on an administrative telephone number and disconnect from the call. . Call Takers will not be expected to instruct the caller regarding telephone numbers. 29 34- c; FC::q REGION OF DURHAM E9-1-1 P.E.R.S. POLICIES AND PROCEDURES 36 COMPLAINTS INVOLVING 9-1-1 All complaints involving the system will be documented by the 9-1-1 Manager and referred to the 9-1-1 Management Board as required. Procedure: . Should the Agency feel there is a problem or complaint with 9-1-1 or it's operation, the problem shall be referred to the 9-1-1 Manager in writing. . An answer to the problem or complaint shall be given, in writing, within thirty (30) days. . If the Agency reporting the problem or complaint is not satisfied with the response given by the 9-1-1 Manager, the problem or complaint shall be referred to the Management Board in writing. . The Management Board shall consider the problem or complaint and within thirty (30) days, render a decision in writing. . The decision of the Management Board will be final. . It is understood that time limits may be extended if agreed upon by all parties involved. 30 l ti~rsJc7 <3,,5 D F51.J- REGION OF DURHAM E9-1-1 P.E.R.5. POLICIES AND PROCEDURES 37 TAPE REPLAYING 9-1-1 conversations are recorded at the Primary Public Safety Answering Point; from the time the call is answered until the 9-1-1 Call Taker releases from the call. Procedure: . The supervisory staff of involved Agencies, or members of the Management Board may listen to r~cordings at the P.P.5.A.P. . Recordings may be reduced to a cassette or digital recording if requested by that Agency. . Recordings of 9-1-1 calls will be held for a period of three (3) years, UNLESS REQUIRED FOR EVIDENCE OR LEGAL PURPOSES. 31 I C't:::::C 27-/' 7 .. .--".,,./, c,' , I "')t'" '~'~'-. '-> . {, f- ~':> '-r REGION OF DURHAM E9-1-1 P.E.R.S. POLICIES AND PROCEDURES 38 MEDIA CONTACT General Inquiries from the media about the Regional Municipality of Durham 9-1-1 System will be handled by the Durham Regional Police Corporate Communications. INDIVIDUAL AGENCY INQUIRIES Inquiries regarding a specific emergency service Agency will be handled by that Agency. 32 I . ... ...cr::-c :> ,1-C7 REGION OF DURHAM E9-1-1 p.E:~.I P&'IEYES AND-~ROCEDURES 39 OVERLAP AREA CALLS When calls are received (9-1-1 or seven-digit numbers) from residents NOT calling in the Regional Municipality of Durham, requesting a response from an emergency Agency the P.P.s.A.P. Call Taker will take the following action; Procedure: . Police calls: · Conference to appropriate police agency on a 9-1-1 line (see *code list) or; · No holds conference the caller on their 10 digit emergency lines (see speed dial list) or; . Take the information from the caller and relay to that Police Service via their 10-digit number. . Ambulance calls: . Conference to Ambulance on a 9-1-1 line (see *code list) or; . No holds conference the caller on their 10 digit emergency lines (see speed dial list) or; . Take the information from the caller and relay to Ambulance via their 10-digit number. . Fire calls: · Conference to appropriate Fire Service on a 9-1-1 line (see *code list) or; . No holds conference the caller on their 10 digit emergency lines (see speed dial list) or; . Take the information from the caller and relay to that Fire Service via their 10-digit number. 33 ',,-, ...-1 I r..,,;e-;' ;'> '/-0' h 8' {j F=5lf REGION OF DURHAM E9-1-1 P.E.R.s. SYSTEM TECHNICAL DESCRIPTION 40 TABLE OF CONTENTS SYSTEM DESCRIPTION..... ..... ......... ........... ............................ 1 E 9-1-1 PERS FEATURES ........................................................ 2 ANI I ALl TERMINALS ................................................:1..........3 ANI I ALl PRINTER - P.P.S.A.P. ..................................~.......... 4 ANI I ALl PRINTER - REMOTE ............................................... 5 SERVICE CLASSIFICATIONS ..................................................6 1 /' L'ir---c7,' -1 -C.-;, t.. _.J ,- I ., 3'1 CF' 51.1- REGION OF DURHAM E9-1-1 P.E.R.5. SYSTEM TECHNICAL DESCRIPTION 4 1 SYSTEM DESCRIPTION The Regional Municipality of Durham's E-9-1-1 Public Emergency Response System (P.E.R.S.) was upgraded in 2000 to provide new technology to better serve the Emergency Agencies and citizens using the system. The system upgrades include existing ANI, All features, as well as Inter-municipal call conferencing capabilities. The ANI/All and call conferencing features are available on 9-1-1 lines only. ANI/All details are generally available on calls from private, semi-private, and coin-operated telephones. Multi-party lines with four (4) locations will not display ANI! All details. Calls from cellular telephones will provide the location of the cellular tower & the Call Back Number (CBN) of the cellular phone. Unregistered cellular handsets may display an invalid CBN i.e. 905-111-1111. Calls through the seven-digit numbers, or through the Police switchboard will NOTprovide any 9-1-1 features including number or location information. The call conferencing feature now enables calls to be conferenced within the local 9-1 ~1 service area with the ANI/All information intact. Each Agency receiving the 9-1-1 call will receive the ANI/All details. There is also now dedicated line service to the back-up sites for the P.P.S.A.P. Detailed 9-1-1 information will be available even when evacuation from the main P.P.s.A.P. site is required. 1 I /-'c / 42 Lf{) erSt! REGION OF DURHAM E9-1-1 P.E.R.5. SYSTEM TECHNICAL DESCRIPTION E-9-l-l P.E.R.S. FEATURES E-9-1-1 features are associated with all 9-1-1 lines. Calls received from cellular phones and VoIP phones have limited E-9-1-1 features. E-9-1-1 features are not available for calls received from multi-party (4) lines or for calls received on any. 7-digit number. Automatic Number Identification (ANI) Identifies the telephone number of the telephone being used to place a 9-1-1 call. Automatic Location Identification (ALI) Identifies address information associated with telephone used to place 9-1-1 call. Service Data Base Provides the address of the phone service - not the billing address Emergency Ringback To ring back a caller who has hung up or has left the receiver off hook. Call Party Disconnect Signal Tone received when calling party has hung up. Emergency Hold Allows a 9-1-1 line to be retained until P.P.5.A.P.jAgency releases, even if the caller hangs up. Forced Disconnect P.P.5.A.P.jAgency control lines to avoid nuisance callers tying up 9-1-1 lines. Coin-Free Calls Enables a caller to dial 9-1-1 from a pay phone without depositing a coin. 2 1 (YES ~~'1--c ,,) 4' Df-~ 5 if REGION OF DURHAM E9-1-1 P.E.R.S. SYSTEM TECHNICAL DESCRIPTION 43 ANI I ALl TERMINALS At the P.P.S.A.P., only one (1) 9-1-1 call will be processed per answering position at anyone time; the ANI/All terminal will reflect the number and location details for the current call only. At the Agencies, only one (1) 9-1-1 call will be processed per answering position at anyone time; the ANI/All terminal will reflect number and location details for the current call only. ANI/All details will continue to be displayed on the terminal upon completion of the call. The terminal display will be "refreshed" with new ANI/All details when a new call is answered. E9-1-1 VISUAL DISPLAY phone number service class borough code All time line number ! 1 1 1 1 436-0709 RES OSH 13:30 #: 00271 John Doe <III subscriber name 84 Smith St. ~ address Oshawa Oshawa LlJ 6Y8 ~ i \ posta I code postal address municipal address Only ONE display of E9-1-1 can be shown at one time. The screen will "refreshll when the next 9-1-1 call is received at the position. Calls received through 579-1234 will not "refresh" the ANI/All details. 3 44 I tf,:'l c ~ titl REGION OF DURHAM E9-1-1 P.E.R.s. SYSTEM TECHNICAL DESCRIPTION ,~7'-C'~~i ANI I ALl PRINTER A printer has been provided at each Agency and the P.P.s.A.P. to provide a paper record of each 9-1-1 call. The detail printed will vary dependant upon the data configuration for each site. Printer Details - P.P.S.A.P. The printer information will include: . Phone number . Name . Address . Telephone class of Service . Municipality / Township (Borough Code) . Call Number . Terminal Number (SL-1 address for each answer position) . Time call was received . Date of call . Position number of the 9-1-1 Call Taker at the P.P.s.A.P. . SL-1 access code for the 9-1-1 line used Service Printer Format - P.P.S.A.P. 326-1224 (905) RES OSH 99/06/21 05:17:39 #00552 Pos:0218 PALMER, ROBERT 324 FIRST ST N APT 6 OSHAWA, OSHAWA LlG-4B7 ESN#: 0047 DUR REG POLICE 905-579-1234 4 I (: .,--r ''7 -:."-' L-" ~,._f I i.../ .c...,) .,...,.1.... "-, , REGION OF DURHAM E9-1-1 p.E.~:1.Df: 5"if- SYSTEM TECHNICAL DESCRIPTION 45 ANI I ALl PRINTER Remote Agency Printers The printer information will include~ . Phone number . Name . Address . Telephone class of service . Municipality / Township code (Borough code) . Call number - this number is the same number for both the P.P.s.A.P. and S.P.s.A.P. It can be used for reference to investigate call details. . DatejTime call received . Time to conference call . Position number of 9-1-1 Call Taker at P.P.S.A.P. . Agent time . Terminal number . SL -1 access code for the 9-1-1 line used Service Printer Format - P.P.S.A.P. 326-1224 (905) RES OSH 99/06/21 05:17:39 #00552 Pos:0218 ST JOHN'S UKRAINIAN CHURCH 31 BLOOR ST E OSHAWA OSHAWA L1H 3L9 ESN#: 00110 DURHAM REG POS Number: 003 DURHAMREGPOL DMS line #: 05-124-000SHAWAFIR #: 0512 SPSAP answer: 10;40 #: 0522 Time to canf.: 00:16 5 I " . 46 '"') / I REGION OF DURHAM t~f~f~rR.s. SYSTEM TECHNICAL DESCRIPTION SERVICE CLASSIFICATIONS ABBREVIATION CEL COM CPB CTX FEX LRR MUL PUB PUC RES DESCRIPTION Cellular Commercial Single line Commercial Push Button including PBX Centrex (Business) Foreign Exchange Service Local Residential Resale Multi-party Iinel Commercial/Residential These may be 2 party or 4 party lines. Public Pay Phone (Bell Canada) Competitive Payphone Residential 6 I .. r',~..(" 7-1 " ~...., .. ..' v f,....) ..:....) /'#^ L ,: / REGIONAL MUNICIPALrr1({f:~uRHAM . 9-1-1 AGREEMENT 47 THIS AGREEMENT MADE AS OF THE 1sT DAY OF May, 1991. BETWEEN: THE REGIONAL MUNICIPALITY OF DURHAM ("Durham") - and - THE REGIONAL MUNICIPALITY OF DURHAM POLICE SERVICES BOARD ("The Durham Regional Police Service'), THE CORPORATION OF THE TOWN OF AJAX, THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON, THE CORPORATION OF THE CITY OF OSHAWA, THE CORPORATION OF THE TOWN OF PICKERING, THE CORPORATION OF THE TOWN OF WHITBY, THE CORPORATION OF THE TOWNSHIP OF BROCK, THE CORPORATION OF THE TOWNSHIP OF SCUGOG, THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE. (Collectively "User Agencies" and individually "User Agency") WHEREAS Durham has approved the creation and implementation of a central communication system providing an emergency reporting service known as the 9-1-1 EMERGENCY TELEPHONE REPORTING SYSTEM ("9-1-1 System") for the persons within its corporate limits; BUT WHEREAS the creation and implementation of the 9-1-1 System does not oblige Durham and the User Agencies to provide 9-1-1 System service to persons not resident within the corporate limits of Durham but who may nevertheless have access to the 9-1-1 System; 1 1. .4_ill,,,,,",,,,,,,,,,,.,,",.,, 48 / ..... ii., REGIONAL MUNICIPALlT~(~r B~RHAM 9-1-1 AGREEMENT ., I AND WHEREAS Durham and the User Agencies, being police, fire and ambulance services operating within the corporate limits of Durham have participated in the development of operating procedures, technical requirements, financial obligations and management structure of the 9-1-1 System; NOW THEREFORE the parties, in consideration of the mutual promises contained herein, agree as follows: 1.0 PROVISION OF 9-1-1 SYSTEM 1.1 The parties agree to establish a 9-1-1 Primary Public Answering Point P.P.s.A.P. in the Communications Centre of the Durham Regional Police Service, subject to the terms and conditions of this Agreement. 1.2 The Council of the Regional Municipality of Durham may alter the manner in which the 9-1-1 service is delivered or terminate the delivery of the service at its sole discretion. 1.3 The parties agree that a Management Board as depicted in Appendix "A" to this Agreement shall be established for the purposes of administering the operation and delivery of the 9-1-1 service. 1.4 The 9-1--1 System shall be operated as a Durham function with the ultimate responsibility resting with the Council of the Regional Municipality of Durham and the 9-1-1 P.P.s.A.P. shall be, for budgetary purposes, an entity of Durham and shall adhere to the financial management policies and practices thereof. 1.S Durham shall pay to the Durham Regional Police Service the annual cost of those persons whose employment is necessary for the delivery of 9-1-1 service together with any Bell Canada cllarges related to the 9-1-1 service for which The Durham Regional Police Service is billed direct. 1.6 All such persons shall remain employees of The Durham Regional Police Service. 2 / '. <-~' ?:?1- . -; [c.':> ..") L, REGIONAL MUNICIPALITY OF DURHAM lt7 'Cr:?:ll 9-1-1 AGREEMENT 49 1.7 The title to any equipment, software licenses, logos, and literature relating to the 9-1-1 System shall remain with Durham. 1.8 Each User Agency agrees to participate in the operation and implementation of the 9-1-1 System and to promptly handle calls received on the 9-1-1 System and relayed to it. 3 50 REGIONAL MUNIC(PALlTY OF DU~~~'lt;'lf l7r:;-i/ 9-1-1 AGREEMENT 2.0 AUTHORITY OF MANAGEMENT BOARD 2.1 General Responsibilities of Management Board The Management Board shall be responsible for the normal day-to-day operation of the 9-1-1 System together with development and training of 9-1-1 System personnel. The management Board shall submit a written annual report and an annual operating budget to the Regional Council and such other reports as are requested of it from time to time by Regional Council. 2.2 Liaison with Governing Authority of User Agencies Administrative liaison between Management Board and the governing authority of any particular User Agency shall be the responsibility of the board member representing the User AfJency group of which that particular User Agency is a member. 2.3 Regular Meetings The Management Board shall, at a minimum, meet every three months. 3.0 DESCRIPTION OF THE 9-1-1 P.P.S.A.P. FUNCTION 3.1 General The 9-1-1 P.P.s.A.P. shall be located in the Communications Centre of the Durham Regional Police Service and shall receive and answer all 9-1-1 calls from the public and transfer them to the appropriate police, fire and ambulance services operated by the User Agencies being parties to this Agreement. The 9-1-1 System Policy and Procedure Manual provides specifics of all policies and operating procedures which are generally described in this paragraph and which are agreed to by all the parties to this Agreement. 3.2 9-1-1 P.P.S.A.P. Role The basic function of the 9-1-1 P.P.s.A.P. shall be the initial screening of the 9-1-1 calls from the public and the immediate transfer of those calls to the appropriate User Agency. "Immediate Transfer" means that the 9-1-1 caller would be put in communication with the appropriate User Agency as soon as is reasonably practicable. In the case of those calls requesting police service, the 9-1-1 operator will continue with the call and obtain all information as required by The Durham Regional Police Service. 4 f CE;S~-t\-J. ~ . . ___ ) REGIONAL MUNICIPALITY OF DURHAM ~'1 Ct-- :><1-:. 9-1-1 AGREEMENT 51 3.3 9-1-1 P.P.S.A.P. Records Durham and all User Agencies shall have free access to review tape recordings and time records of the 9-1-1 P.P.s.A.P. pertaining to any 9-1-1 situation that is deemed to be of interest to that body. The parties hereto hereby specifically consentr each with the otherr to the release of such information for the purposes of this Agreement and such consent shall operate as a specific consent to disclosure in accordance with any legislation governing the access to and release of such information. Any further dissemination of such information shall be in accordance with any requirements of the law and subject to the specific agency policy. 3.4 Alteration of Procedures The 9-1-1 P.P.S.A.P. function is subject to alteration as required by the Management Board and approved of by Durham Council or its designate. 3.5 Alteration of 9-1-1 System Policy and Procedure Manual The 9-1-1 System Policy and Procedure Manual is subject to alteration as required by the Management Board. 4.0 AUTHORITY OF THE 9-1-1 P.P.S.A.P. MANAGER 4.1 General The 9-1-1 P.P.s.A.P. Manager shall be a member of The Durham Regional Police Service and shall be ultimately responsible to the Management Board for the functioning of the 9-1-1 P.P.s.A.P. 4.2 Identity The 9-1-1jCommunications Technical Services Manager of The Durham Regional Police Service shall act as the 9-1-1 P.P.s.A.P. Manager. 4.3 Reporting Responsibility The 9-1-1 P.P.S.A.P. Manager shall report to and be responsible to the Management Board and shall be present at all Management Board meetings to respond to questions or inquiries. 4.4 Management Responsibilities The 9-1-1 P.P.S.A.P. Manager shall be responsible for the efficient operation of the 9-1-1 P.P.s.A.P. and the rapid and accurate discharge of the duties of the 9-1-1 P.P.s.A.P. operatorsr their selectionr and trainingr recommendations for change to the 9-1-1 P.P.s.A,P'r and such other duties as are assigned by the Management Board. 5 ..l~:,~..",~-,"~. 52 I REGIONAL MUNICIPALITY OF DURHAM 9-1-1 AGREEMENT ~)7""J "'. t.. I (,. ._~ . r _ ') . '" . .,..-.,~ tb. ........."'..- ....., ,.:;J~... 4.5 Compliance with Directives The 9-1-1 P.P.s.A.P. Manager shall follow Management Board directives concerning the 9-1-1 System. 4.6 Further Duties of the 9-1-1 P.P.S.A.P. Manager Any problems or questions identified by a User Agency shall be first directed to the 9-1-1 P.P.S.A.P. Manager who shall attempt to resolve the problem to User Agency satisfaction and supply the User Agency and the Management Board with an answer or with information requested within a reasonable time of the request. 5.0 INTERPRETATION 5.1 The recitals and paragraph headings form part of this Agreement. 5.2 Appendix "A" forms part of this Agreement. 5.3 The 9-1..1 System Policy and Procedure Manual is determinative, and for the purposes of this Agreement, of such matters as are contained therein but which are not otherwise addressed in the bOdy of this Agreement. 6.0 DISPUTE RESOLUTION 6.1 Administration or operational disputes between any or all of the Parties hereto concerning the 9-1-1 System or the 9-1-1 P.P.s.A.P. (excluding any such dispute arising from a claim by any person who is not a Party hereto against Durham or any User Agency or Agencies) shall be finally decided by the Council of Durham, or its delegate. 7.0 EXECUTION 7.1 This Agreement may be executed in any number of counterparts with the same effect as if all parties had signed the same document. All counterparts shall be construed together and shall constitute one and the same Agreement. 6 I '" ,"'''''7.-, ,., /",y) ') i~V / ",-t,," / I REGIONAL MUNICIPALITY OF DURHAM 9-1-1 AGREEMENT ;' ,-, .p'-') !, :,")/ C ,>It:',, 53 IN WITNESS WHEREOF, the Parties hereto have executed this Agreement under the hands of their authorized signing officers in that behalf on the date indicated. DATE: THE REGIONAL MUNICIPALITY OF DURHAM DATE: THE REGIONAL MUNICIPALITY OF DURHAM REGIONAL POLICE SERVICES BOARD DATE: THE CORPORATION OF THE TOWN OF AJAX DATE THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON 7 REGfONALMUNICI~ALlTY OF bU~~:M'3r7~-C7 /:;;~~ Cf-::;+) 9-1-1 54 AGREEMENT DATE: THE CORPORATION OF THE CITY OF OSHAWA DATE: THE CORPORATION OF THE TOWN OF PICKERING DATE: THE CORPORATION OF THE TOWN OF WHITBY DATE: THE CORPORATION OF THE TOWNSHIP OF SCUGOG DATE: THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE 8 i cc:....- ?7~'67 _' " L' _.) . :::7 3 (5 ~- 5' iI. REGIONAL MUNICIPALITY OF DURHAM 9-1-1 AGREEMENT DATE: THE CORPORATION OF THE TOWNSHIP OF BROCK 55 9 56 ( REGIONAL MUNICIPALITY OF DURHAM 9-1-1 AGREEMENT ~ .", 'J /' ) 1"C"'"., _ ! (. Jif- Dr ,)4- APPENDIX "A" Administration of the Durham Regional 9-1-1 Telephone System is the responsibility of a five (5) Member Management Board. Board Members are appointed as follows: REPRESENTATIVE Regional Council: Police: Fire: Ambulance: 9-1-1 P.P.5.A.P. Manager Regional Council (staff member) APPOINTED BY Regional Council (elected official) Police Chief Fire Chief's Committee Ministry of Health 9-1-1 Management Board c.E.O. Region of Durham The Chairperson will be a representative of either the Police or Fire Agencies, on a rotating basis. 10 CitLf (1~ REPORT TO EXECUTIVE COMMITTEE Report Number: OES 42-07 Date: October 9,2007 57 From: Everett Buntsma Director, Operations & Emergency Services Subject: Pickering Soccer Club _ Ontario Trillium Foundation Grant Application Requirement - File: A-2130-001-07 Recommendation: 1. That Report OES 42-07 of the Director, Operations & Emergency Services regarding a Pickering Soccer Club Ontario Trillium Foundation Grant Application be received; 2. That Council acknowledges to the Ontario Trillium Foundation that the Pickering Soccer Club project to upgrade an existing soccer pitch with artificial turf, will be permitted to remain at Kinsmen Park for a period of ten (10) years; and 3. That in the event a sublicence agreement is required by the Trillium Foundation, Council approve a new sublicence agreement between the City of Pickering and the Pickering Soccer Club that is in the form and substance. acceptable to the Director, Operations & Emergency Services and City Solicitor. Executive SummarY: The Pickering Soccer Club is preparing an Ontario Trillium Foundation Grant Application for funding to upgrade an existing outdoor soccer pitch. at Kinsmen Park with artificial turf. One of the conditions of the grant requires the City to acknowledge that the artificial turf will be permitted at this location for at least five (5) years. The life span of the artificial turf is approximately ten (10) to twelve (12) years. If a grant is approved, the Trillium Foundation may require the Pickering Soccer Club to enter into a five (5) year lease agreement for use of this artificial turf outdoor soccer pitch. Financial Implications: A $50,000 commitment has been received from the Pickering Soccer Club for this project. Report OES 42-07 October 9, 2007 Subject: Pickering Soccer Club 58 Ontario Trillium Foundation Grant Application Requirement Page 2 In addition, Pickering Soccer Club are eligible for a maximum $150,000 Ontario Trillium Foundation Grant. The Director, Operations & Emergency Services will be considering the upgrading of an existing outdoor soccer pitch at Kinsmen Park to artificial turf (approximately $500,000 - $700,000) in the 2008 Capital Budget submission for Council's consideration. Sustainability Implications: Upgrading an existing outdoor soccer pitch to artificial turf will allow for Pickering Soccer Club to continue to encourage the development of active, healthy lifestyles through the provision of high quality programs as well as expand the numbers, capacity and quality of their programs. Background: The Pickering Soccer Club are preparing an Ontario Trillium Foundation Grant Application for funding to upgrade an existing outdoor soccer pitch at Kinsmen Park with artificial turf. The Pickering Soccer Club is a not for profit organization whose purpose is to develop the individual abilities of each soccer player for the purpose of improving his/her enjoyment of soccer. During the past 28 years, the Pickering Soccer Club has enjoyed . a remarkable degree of success offering both competitive and house league programs for youth aged 5 to 19. Existing programs serve over 4,000 youth. In order to meet the Pickering Soccer Club's growing need for more and better quality soccer pitches, especially for the premier level teams, they have requested upgrading one of our existing soccer pitches to an artificial surface. An artificial turf outdoor soccer pitch will facilitate the Pickering Soccer Club's ability to: · train longer into the outdoor season (e.g. the winter of 2006/2007 they could have continued training outdoors into early January with such a facility) . · provide a high quality pitch to host Ontario Cup and/or Robbie Tournament games · provide for their Premier teams (Ontario Youth Soccer League, Ontario Women's Soccer League, Ontario Soccer League) to host league games on Artificial turf requires no mowing, watering, fertilizing, resodding or reseeding. . Regular maintenance involves brushing and occasional vacuuming using special equipment. CORP0227-07/01 revised Report OES 42-07 October 9,2007 Subject: Pickering Soccer Club Ontario Trillium Foundation Grant Application Requirement Page 3 59 Total project costs are estimated to be $500,000 - $700,000. The Pickering Soccer Club have committed $50,000 for this project. In addition, the Club are eligible for a maximum $150,000 Ontario Trillium Foundation Grant. The Director, Operations & Emergency Services will be proposing the upgrading of an existing outdoor soccer pitch at Kinsmen Park to artificial turf in the 2008 Capital Budget submission for Council's consideration. One of the conditions of the grant is that the Pickering Soccer Club provide the Trillium Foundation with a copy of a five (5) year lease agreement for use of this soccer pitch. The lifespan of the artificial turf is approximately ten (10) to twelve (12) years. The grant condition may be satisfied by way of the City of Pickering's acknowledgement that the artificial turf will be permitted to remain at its location for a period of at least ten (10) years or a sublicence agreement may be required. The lands (Kinsmen Park) on which the Pickering Soccer Club project are located are licenced to the City of Pickering by Ontario Power Generation. Attachments: 1. Letter from Pickering Soccer Club dated September 20,2007. SR:/g Copy: Chief Administrative Officer Director, Corporate Services & Treasurer Cit Solicitor Recommended for the consideration of Pickering Ci C // c... CORP0227-07/01 revised N' ___,~ 4i>... L ACHi'1E!\rr#. . \\ o~s 4Z~o7 PICKERING SOCCER CLUB 1735 BAYLY STREET UNIT 14 PICKERING, ONTARIO L1W 3G7 TEL - 905-831-9803 FAX - 905-831-8968 E-MAIL mainoffice@pickeringsoccer.ca City of Pickering One the Esplanade Pickering, Ontario, L 1V 6K7 Attn: Stephen Reynolds Division Head" Culture and Recreation September 20, 2007 Dear Stephen: In response to your inquiry regarding possible contributions from the Pickering Soccer Club (PSC) in participation in the replacement of the natural turf at Kinsmen Large soccer pitch with artificial turf, we are prepared to commit up to $50,000 in addition to any grants and/or sponsorship funds that may become available. These monies are being reallocated from our Indoor Facility fund towards this new, outdoor and required project. In addition to replacing the turf we also request that portable nets, new player benches, spectator bleachers, comer flags, signage (no food, no gum, no golf, etc), scoreboard and new, higher fencing (minimum 8 feet high on east/west sides and 12 feet high on north/south ends) be installed. Our Business Manager, Shelly Augustin, will continue to look for grants and/or sponsorship opportunities to assist in funding all or portions of this project (eg; looking fqr a sponsor to supply the scoreboard). We look forward to this upgraded, soccer only, pitch/facility as we continue our partnership with the City of Pickering in creating new and better facilities for our soccer community. On behalf of the Pickering Soccer Club I want to, once again, express our appreciation for the efforts everyone at the City is doing to ensure our existing facilities are well maintained and in working towards new and improved facilities, such as Kinsmen Large and the proposed Indoor Facility. Yours in Soccer ...r.:::? ~ C~~"(--- Carl Pearce, President Pickering Soccer Club ---....~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 36-07 Date: October 9,2007 61 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Changes to Responsible Pet Ownership By-law Update to Fees & Charges By-law Recommendation: 1. That Report CS 36-07 of the Director, Corporate Services & Treasurer, be received; 2. That By-law No. 6693/06, being the Responsible Pet Ownership by-law, be repealed and a new Responsible Pet Ownership by-law be adopted to reflect housekeeping changes; and 3. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. Executive Summary: As part of the review process of departmental policies and procedures, along with customer feedback, it is in keeping with best practices that changes to the Responsible Pet Ownership By-law No. 6693/06, and the Fees & Charges By-law No. 6677/06 be completed at this time Financial Implications: There are no financial implications associated with the proposed amendments of this by- law. Sustainability Implications: The City of Pickering is committed to meeting the needs of all its citizens. Reviewing and updating by-laws is one way to continually assess our service delivery and remove barriers where they exist. ... ~,--,______"_",~',"""",,""'''''. J Ml.. "a.iM..',"l'llIl Report CS 36-07 Date: October 9, 2007 Subject: Changes to Responsible Pet Ownership By-law Page 2 , II · 6 2 A barrier free municipality fosters a community where civic pride and civic participation can be maximized. The engagement of all its citizens is a fundamental component to achieving a sustainable community. Removing barriers enables full community participation for generations to come. Background: After one year in operation, the Clerk's Division, Animal Services Section, reviewed comments, concerns and suggestions from Pickering residents and staff, regarding the Responsible Pet Ownership by-law. Based on public comments for the licensing process of animals, concerns were made regarding the expiry date of the animal licence. It was felt that the licence period should start the day a licence was purchased and expire one year from that date. The public indicate this is preferred, especially if a licence is purchased in the last quarter of the year. Also, due to the large number of renewals at year-end, the workload that this is creating, including overtime is best apportioned throughout the year with renewals being completed on a monthly basis. With minimal disruption, the licence expiry date can be changed to reflect the annual date of original issuance. Throughout the year we have also come to realize that service fees did not meet the cost recovery amount. In order for the City to realize cost recovery we are recommending that the fee for an owner surrendering their animal to the City should be increased to $150.00 and the pick up service fees be eliminated. We are also recommending an increase from $75.00 to $85.00 for cat adoptions to provide for a more substantial cost recovery. Also during the review process minor housekeeping changes were required to clarify the by-law. The following chart reflects all changes made to the Responsible Pet Ownership By-law: Section By-law 6693/06 Draft By-law Wording Reason for Change 7 On or before January 31 Every owner of an animal Reflects one full in each year, every that is over the age of 12 calendar year for owner of an animal that weeks shall register the animal licences is over the age of 12 animal with the City and purchase and weeks shall register the shall maintain the streamlines licensing animal with the City and registration in good status. renewal processes. shall maintain the registration in good status. 10 Every animal licence Every animal licence Reflects change issued shall expire on issued shall expire the made in Section 7 December 31 of the following year on the Report CS 36-07 Subject: Changes to Responsible Pet Ownership By-law Date: October 9, 2007 Page 3 63 13(2) 22 32 Schedule A Schedule A Schedule A calendar year for which it was issued. Any changes to the animal's identification, including sterilization status, shall be provided in writing to the City. (Additional wording) (Additional wording) Transfer of ownership of an animal. $65.00 Transfer of ownership pick up service - regular working hours $75.00 Transfer of ownership pick up service - outside regular working hours $120.00 Adoption Fees Cats $75.00 (Additional wording) anniversary date of its initial issuance. Any changes to the animal's living location, identification, including sterilization status, shall be provided in writing to the City. At the request of Fire Services Clarification on wording Wording needed in order to legally follow adoption procedures if required. No owner shall allow an Wording needed in animal to bite. order to legally issue fines if required. Transfer of ownership of Cost recovery animal. $150.00 Adoption Fees Cats $85.00 At the direction of Council fees may be adjusted accordingly to reflect shelter conditions. Cost recovery Wording added to allow for a reduction in adoption fees at the discretion of Council if the City shelter finds itself over crowded. Due to the amount of changes we are recommending that Responsible Pet Ownership by- law 6693/06 be repealed in its entirety and a new by-law be enacted in order to keep the by-law effective and easy to read. Report CS 36-07 Date: October 9, 2007 Subject: Changes to Responsible Pet Ownership By-law 64 Page 4 Attachments: 1 Amended draft by-law incorporating recommended changes Prepared By: Approved I Endorsed By: ;i~. Lindsey Brenner Supervisor, Animal Services < ~g~- Gillis Paterson Director, Corporate Services & Treasurer Co : Chief Administrative Officer Recommended for the consideration of Pickering City Co cil 1/ mACHMEHI' I TO REPORT I C 5 'i,-OJ THE CORPORATION OF THE CI Y OF PICKERING BY-LAW NO 6693/06 6 5 Being a By-law for Responsible Pet Ownership WHEREAS Sections 9 and 11 of the Municipal Act, 2001 authorize the City to pass a by-law to (a) regulate animals; (b) provide for a system of licences, permits, approvals or registrations respecting animals; and (c) impose conditions as a requirement of obtaining, continuing to hold or renewing a licence, permit, approval or registration; WHEREAS Section 103 of the Municipal Act, 2001 authorizes the City to pass a by- law to provide for the seizure and impounding of animals being at large or trespassing and the sale of impounded animals under certain conditions; WHEREAS Section 105 of the Municipal Act, 2001 requires Councilor a Committee of Council or an animal control officer of the City to hold a hearing to determine whether to exempt an owner in whole or in part from muzzling requirements of a dog, when so requested by the dog owner; WHEREAS Section 391 of the Municipal Act, 2001 authorizes the municipality to pass by-laws imposing fees or charges on any class of persons for services or activities provided or done by or on behalf of it; and WHEREAS the City of considers it necessary and expedient to pass a by-law to regulate the keeping of pets in the City. NOW THEREFORE THE COUNCil OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOllOWS: Interpretation 1. In this by-law and in the recitals above, "animal" means a dog or a cat; "Animal Services Committee" means the Animal Services Committee appointed by City Council; "Animal Services Supervisor" means the Animal Services Supervisor employed by the City or his or her designate; "Animal Services Officer" means any employee of the City whose duties include the enforcement of this by-law and related animal legislation in the City and includes the Animal Services Supervisor; "at large" means when an animal is found in any place other than the premises of the owner and not under the control of any person; 66 Page 2 "cat" means a feline of the species felis catus; "City" means the Corporation of the City of Pickering or the geographic area of the City of Pickering as the context requires; "dog" means a canine of the species canis familiaris; "lead" means a nylon or leather strap designed to restrain the breed of animal it is controlling; "microchip" means an electronic microchip encoded with identification information that has been implanted in an animal; "muzzle" means a humane fastening or covering device of adequate strength and design, which is suitable to the breed of dog that fits over the mouth of the dog to prevent the dog from biting or attacking a person or domestic animal but does not include a haiti, gentle leader or promise collar; "Order" means an Order to Restrain issued by the City and, for purposes of sections 41, 42 and 43 includes an order issued under By-law 6373/04 or any predecessor by-law; "owner" means the owner of an animal and includes a person possessing or harbouring an animal within the City and, where the owner is a minor, the person responsible for the custody of the minor; "sterilized" means spayed, neutered, castrated or otherwise operated on by a veterinarian to prevent conception; "tag" means a disc or other shape of metal or plastic furnished by the City that bears an identification number and is suitable to be securely fixed on an animal for the purpose of identification; and "veterinarian" means a person registered under the Veterinarians Act. 2. Schedule "A" (Licence Fees, Impoundment Fees and Service Fees) is attached to and forms part of this by-law. 3. Unless otherwise specified, references In this by-law to sections, subsections, clauses and Schedules are references to sections, subsections, clauses and Schedules in this by-law. 4. If a court of competent jurisdiction declares any section, or any part of any section, of this by-law to be invalid, or to be of no force or effect, it is the intention of the City that every other provision of this by-law be applied and enforced in accordance with its terms to the extent possible according to law. Page 3 5. References in this by-law to any statute or statutory provision include references to that statute or statutory provision as it may from time to time be amended, extended or re-enacted. 67 6. This by-law shall be read with all changes in gender or number as the context may require. Registration 7. Every owner of an animal that is over the age of 12 weeks shall register the animal with the City and shall maintain the registration in good status. 8. Every person who becomes an owner at any time during the calendar year shall register the animal with the City within 15 days of becoming an owner and shall maintain the registration in good status. 9. Every owner at the time of registering the animal shall pay a licence fee to the City in the amount prescribed in Schedule "A". 10. Every animal licence issued shall expire the following year on the anniversary date of its initial issuance. 11. No owner shall provide false information when registering an animal. 12. Upon payment of the licence fee, the owner shall be provided with a tag and such tag shall be securely fixed on the animal to which it was issued at all times. 13. (1) The City shall keep a record showing the name and address of the owner and the identification number of the tag. (2) Any changes to the animal's living location, identification, including sterilization status, shall be provided in writing to the City. 14. (1) Every owner shall notify the City in writing if the animal, is sold, gifted or transferred to another person within 14 days of the change of ownership. (2) Every owner shall remain liable for the actions of the animal until formal written notification of sale, gift or transfer to another person is provided to the City. Minimum Animal Care Requirements 6~5. Page 4 Every owner shall provide or cause the animal to be provided with adequate food, water and veterinary care as required to maintain the health and well-being of the animal. 16. Where an animal is customarily kept outside, the owner shall at all times provide a structurally sound area that, (a) offers shelter and appropriate protection from heat, cold and wet conditions having regard for the animal's weight and type of coat; and (b) provides sufficient space to allow the animal the ability to turn about freely and to easily sit, stand and lie in a fully extended position. 17. No owner shall keep any animal in the City tethered on a chain, rope or similar restraining device that unduly restricts the free movement of the animal. Animals Running at Large 18. No owner shall allow an animal to run at large within the limits of the City. 19. Every owner of a dog shall keep it on a lead and under the control of a person when the dog is off the premises of the owner, unless the person owning the land on which the dog is found has given prior consent. 20. Any person shall be entitled to take charge of an animal found running at large but shall forthwith deliver the animal to an Animal Services Officer. 21. Nothing in section 20 confers upon any person the right to enter any premises. Seizure and Impoundment 22. An Animal Services Officer may seize and impound any animal, (a) delivered to him or her under section 20; (b) found running at large; or (c) at the request of Fire Services. 23. The City shall restore possession of an animal to its owner only where, (a) the owner claims possession of the animal; (b) the owner pays the impoundment fee set out in Schedule "A"; (d) the animal has been registered with the City; and Page 5 (e) the owner pays the cost of any veterinary care received by the animal while impounded that the City deemed necessary for the well-being of the animal. 69 24. Where, on the sixth day, exclusive of Sundays and statutory holidays, after the date of impounding, an animal has not been returned to its owner, the Animal Services Supervisor may at his or her discretion and subject to the Animals For Research Act either (a) sell or make a gift of the animal; or (b) euthanize the animal in a humane manner, and no damage or compensation shall be recovered or recoverable on account of the animal's disposition or destruction. 25. Where an animal that has been seized and impounded is injured or should be euthanized without delay for humane reasons, or for reasons of safety to persons or animals, the Animal Services Supervisor may euthanize the animal in a humane manner as soon after seizure as he or she sees fit without permitting any person to claim possession of the animal and without offering it for sale and no damages or compensation shall be recovered or recoverable on account of the animal's destruction. 26. Where the Animal Services Supervisor deems it necessary to euthanize an animal pursuant to section 25, he or she shall first attempt to contact the owner of the animal and to permit the owner to transfer the animal, at the owner's expense, to the office of a veterinarian. 27. Any animals destroyed under this by-law shall be disposed of in such a manner the City may determine. 28. The City shall keep a record of all animals seized and impounded pursuant to this by-law. Orders to Restrain 29. The City shall investigate any dog bites and/or complaints relating to threatening or aggressive dogs that have been reported to the City. 30. Where an Animal Services Officer has investigated and has reason to believe that a dog has placed a person or domestic animal at risk of physical harm, the Animal Services Officer may issue an Order to the owner of the dog. 31. Where an Animal Services Officer has investigated and has reason to believe that a dog has bitten, attacked or otherwise acted aggressively towards a person or domestic animal, the Animal Services Officer may issue an Order to the owner of the dog. ,-.,......,.".,"~,"""""~;.- 7 0 Page 6 32. No owner shall allow an animal to bite. 33. (1) No Order shall be effective until the owner of the dog has been served with a copy of the Order. (2) Service shall be effected by delivering the Order personally to the owner of the dog or by leaving it for the owner at the owner's last known or usual place of abode with an inhabitant thereof who appears to be at least 16 years of age or by registered mail to the owner's last known address. (3) If service is by mail, service shall be deemed to have been effected five (5) days after mailing. 34. (1) An owner who has been served with an Order may apply to the Animal Services Committee for a hearing. (2) To receive a hearing, the dog owner or the dog owner's agent must complete a written request for a hearing and have it delivered to the City Clerk within 10 business days of the Order being served. 35. Upon receipt of a request for a hearing, the City shall, as soon as is practicable, notify the owner and any victim(s) of any attack of the date, time and location of the hearing. 36. In the interim between the date of the Order and the date of the hearing of the appeal, the owner shall comply with the Order and the dog shall remain muzzled and/or on a lead. 37. Following a hearing, the Animal Services Committee shall determine whether or not to exempt the owner in whole or in part from the Order. 38. If an owner fails to appear at a hearing, the Order shall be deemed to be in full force and effect as if no appeal had been filed. 39. The decision of the Animal Services Committee shall be final and binding. 40. Where an Order has been issued and no appeal has been filed, the owner, at his or her expense, shall, (a) have the dog that is subject to the Order, (i) licensed and photographed within twenty-one (21) days of being served with the Order; (ii) microchipped within twenty-one (21) days of being served with the Order; Page 7 (iii) sterilized within 4 months of being served with the Order; 7 1 and (iv) enrolled in an obedience training class within 6 months of being served with the Order; and (b) restrain the dog in accordance with any written directives given by an Animal Service Officer. 41. Clauses 39(a)(ii) and (iii) shall not apply in situations where a veterinarian states, in writing, that the dog cannot be microchipped or sterilized due to health and/or medical risks to the dog. 42. No person shall fail to comply with an Order. 43. When off the premises of the owner, a dog which is the subject of an Order shall be, (a) muzzled and on a lead not longer than 2 metres in length and in a manner that restricts it from chasing, injuring or biting other domestic animals or humans as well as preventing damage to public and/or private property; and (b) under effective control of a responsible person over sixteen years of age. 44. When on the premises of the owner, a dog that is the subject of an Order shall be kept, (a) indoors in a manner that respects its environmental needs and prevents the dog from having contact with persons who have not consented to contact; or (b) outdoors in a pen or other enclosure that respects its environmental needs and prevents the dog from leaving the owner's property and from coming into contact with persons and other animals. Animal Surrender 45. An Animal Services Officer may accept the transfer of ownership of an animal from an owner to the City upon, (a) receipt of a written request from the owner accompanied by payment of the appropriate fee prescribed in Schedule "An; (b) determination by the Animal Services Officer that the animal can reasonably be expected to be placed in a new home; 7 2 (c) Page 8 receipt of any other information the Animal Services Officer requests; and (d) space being available to shelter the animal. General Requirements 46. Every owner shall immediately remove excrement left by the animal on property anywhere in the City and dispose of it in a hygienic manner. 47. No owner shall allow the animal to make noises including, but not limited to, persistent barking, calling, howling, whining or crying at frequent or lengthy intervals, that are likely to disturb the inhabitants of the City. 48. (1) In this section, "dwelling unit" means a room or suite of two or more rooms designated or intended for residential use by a person or persons in which culinary and sanitary conveniences are provided for the exclusive use of such person or persons and having a private entrance from outside or from a common hallway or stairway. (2) No person residing in a dweHing unit on lands zoned residential shall keep or own more than three (3) dogs in or about the dwelling unit. (3) No person residing in a dwelling unit on lands zoned residential shall keep or own more than four (4) cats in or about the dwelling unit. Exceptions 49. (1) In this section, "guide dog" has the same meaning as in the Blind Persons' Rights Act. (2) Section 45 shall not apply to guide dogs. 50. This by-law shall not apply to active police dogs. 51. Upon presentation of a certificate from the registering agency, the owner of a medical aid dog shall be exempted from payment of a licence fee. 52. Where the owner of an animal is a non-resident of Pickering, and his or her animal will not be kept within Pickering for a time period longer than thirty (30) consecutive days in anyone (1) calendar year, the owner shall not be required to comply with section 7. 53. Section 18 shall not apply where on the premises of any television or film studio such animals are being kept temporarily for the purpose of a television production. Page 9 54. A veterinarian shall not be considered an owner of an animal for the 7 3 purpose of this by-law where the animal has been brought upon his or her premises for care or treatment. Penalties 55. Any person who contravenes any of the provisions of this by-law is guilty of an offence and upon conviction thereof is liable to a fine of not more than $5,000.00, exclusive of costs, which shall be recoverable under the provisions of the Provincial Offences Act and all the provisions of the said Act shall apply to any prosecution for any offence under this by-law. Short Title 56. This by-law may be cited as the Responsible Pet Ownership By-law. Repeal 57. By-law No. 6693/06 is repealed. 58. Notwithstanding section 56, any Order issued under By-law 6693/06 or any predecessor by-law shall remain in full force and effect. Effective Date 59. This by-law shall come into effect on the day of its passing. BY-LAW read a first, second and third time and finally passed this 15th day of October, 2007. David Ryan, Mayor Debi A. Bentley, City Clerk Page 10 74 SCHEDULE "A" CA T/DOG LICENCE FEES Details .. Fee .. Unsterilized dog or cat $40.00 Unsterilized dog or cat with microchip $35.00 Sterilized dog or cat $20.00 Sterilized dog or cat with microchip $15.00 Replacement tag $5.00 IMPOUNDMENT FEES l.m~g~ndment ()fd()9ii.()rc~t."",e~rif'1g currentahimal Ucel1cetag or microchi ed 1$ occurrence 2" or subsequent occurrence After re ular workin hours Daily Care Fee: Every animal that is impounded is subject to an additional charge for every day or part of a day after the day the animal is brought into im oundment. $40.00 $75.00 $120.00 $15/day 1.I11~g~n~ll1~ntQfid()gi()ric;at..Ilc:)tweariflgp...rr~lltal1im~llicenc~tag(,)r rniprQchipped 1 $ occurrence 2" or subse uent occurrence After re ular workin hours Daily Care Fee: Every animal that is impounded is subject to an additional charge for every day or part of a day after the day the animal is brought into im oundment. In addition to the fees detailed above, every owner of a dog or cat not licensed for the current year who is a resident of the City is also required to pay the licence fees in addition to the im oundment fees $50.00 $75.00 $120.00 $15/day See Cat/Dog Licence Fees above SERVICE FEES Pa e 11 Owner Surrender.. Fees: The Animal. Services Division .can . only ... accept animals if.spacejs.avaH~ble atthedesignatedAnimalShelterandifthe.animal 7 5 can reasonably be expected to beplacedupJor adoption. Animals iV\iiU not be accepted for euthanasia. . Pets . are. screened carefully to avoid. placing problem animals in new.homes Transfer of ownershi of an animal. $150.00 Pick u and dis osal of deceased owned animals Small - medium size Medium - extra lar e size $50.00 $80.00 I Adoption Fees: Adoption fee includes up to date vaccinations, a free City of Pickering I animal licence and 30 days of shelter care pet insurance. In situations where the animal is not sterilized before adoption, a rebate will be offered upon proof of sterilization. D ogs $ 1 2 0 0 0 C a ts $ 7 5 0 0 At the discretion of Council fees may be adjusted accordingly to reflect shelter conditions. 76 REPORT TO EXECUTIVE COMMITTEE Report Number: CS 38-07 Date: October 9,2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program Recommendation: 1. That Report CS 38-07 of the Director, Corporate Services & Treasurer regarding Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program be received for information; and, 2. That Council approve in principle the capital asset definition for vehicles and equipment - as a tangible asset with a life expectancy of at least two years and the purchased or donated value must be at least $5,000. Executive Summary: There is a requirement for municipalities to significantly change their financial reporting by incorporating tangible capital assets within their financial statements by 2009. This requirement has been legislated by the Public Sector Accounting Board (PSAB), the body which sets the standards for reporting for municipalities. This will require the inventorying, valuation and conditional assessment of all tangible capital assets owned by the municipality. The reporting changes under PSAB 3150, are just a beginning, and further PSAB reporting changes are currently in draft mode. Council will be updated on the impact on Pickering, as these regulations are finalized. In addition to the legislated asset accounting requirements, Pickering has started an asset management program to ensure we are effectively utilizing, replacing and managing our asset infrastructure. As with all municipalities our infrastructure is aging, and asset information is required to close the "infrastructure gap", which is defined as the funding gap required to bring infrastructure to a sustainable condition. The asset management program will provide staff and Council with information to prioritize the capital budget, and forecast funding and replacements of assets into the future. The legislative requirement and the asset management program both require the collection of field data about every asset Pickering owns. Collecting field infrastructure asset data is a very significant financial and physical undertaking, and merging the two initiatives into one will optimize the investment and output value of this mandated exercise. The intention is that data about each infrastructure asset will be collected once Report CS 38-07 Date: October 9,2007 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program Page 2 77 and will serve multiple purposes. The alternative is to execute multiple data collection campaigns for each asset to serve multiple purposes. Financial Implications: Not applicable Sustainability Implications: As the existing capital asset base ages and with an increased demand for new capital assets, the ability of local government to sustain these services will become more challenging. Information about the existing capital asset base such as cost, need for replacement will assist the City in making critical financial decisions to ensure the sustainability of the City and its asset base. Background: The Public Sector Accounting Board (PSAB) governs the City's accounting principles, standards and practices, and is the public sector regulations section of the Canadian Institute of Chartered Accountants (CICA). All levels of governments must follow these standards. Failure to comply with PSAB would result in a qualified audit opinion, which would have negative impact on the City's financial position and could affect the ability to borrow or issue debt. Since 2000, there have been significant changes to the financial statements of all public sector organizations. The City has always been proactive and complied with each of these changes on or before the deadline. In 2006, PSAB approved regulations, which will force municipalities to incorporate their tangible capital assets within the annual financial statements. The inclusion of assets within the financial statements will be significant, and PSAB 3150 along with other PSAB regulations for 2009 will change the financial statement presentation. Sections of the Municipal Act will also need to be revised, as it relates to the balanced budget requirement. Currently, PSAB requires tangible capital assets purchased or constructed to be recorded in the year of acquisition or construction. There is currently no requirement to reflect the value of the assets in the financial statements, or to expense the use of these assets by depreciating them over their useful life as private sector organizations must do. PSAB regulation 3150 requires all Canadian municipalities to incorporate their capital assets into their financial statements by the following deadlines: . December 2007 - note disclosure . December 2008 - opening balances of all assets and depreciation schedules (for comparison purposes) . January 1, 2009 - capital asset accounting implementation . December 31,2009 - asset recorded on balance sheet and depreciation expensed to departments Report CS 38-07 Date: October 9, 2007 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program 78 Page 3 Capital asset accounting involves the recording, tracking and reporting of the City's assets, and will bring very significant change for municipalities. PSAB will not only require adherence to guidelines for reporting capital assets on an ongoing basis, but will require that assets currently owned also be reflected on the municipality's financial statement in 2009. The challenge for Pickering and all municipalities will be the development of an inventory of assets to be capitalized, which includes determining original costs and calculating the accumulated depreciation from the time of acquisition. It is important to note that this is not a one-time exercise therefore it will be critical to develop City wide policies and procedures, and provide the resources (e.g. technology, staff) to ensure asset information is accurately and consistently recorded on an on-going basis. Various associations have done significant work, and the municipal sector across Canada has been working to review the legislation collectively. The Ontario Municipal Benchmarking Initiative (OMSI) has undertaken a pilot study with six municipalities of various sizes, to try and adapt the legislative requirements to their financial systems, reporting, and procedures. The provincial government assisted with the funding of these test sites. OMS I will be issuing a guide to assist all municipalities based on the results of the pilots. The Municipal Finance Officers Association (MFOA) and the Association of Clerk/Treasures of Ontario (AMCTO) have merged to form one committee to provide educational information and guidance to municipalities. Pickering and the City's external auditors Deloitte and Touche are both members of this committee. Pickeriml's Assets Assets that fall under PSAS 3150 are defined as assets which have useful lives that extend beyond 1 year, and are used in the supply of services on a continuing basis. This is a very broad definition, and the City will break our assets into the following classes: Tanqible Capital Assets - must be valuated and depreciated . Buildings/Facilities, Equipment and Rolling Stock, Storm Water Drainage networks, Roads networks, Information Technology Software and Hardware,' Furniture & Fixtu res. Capitalized Assets - assets which must be valuated but are not depreciated . Land, Historical Artifacts & Cultural Artworks. (Land is never depreciated and its value is recorded on a historical basis.) Not included in PSAS 3150 . City's natural assets such as trees and woodlots. Report CS 38-07 Date: October 9,2007 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program Page 4 79 Preliminary Definition of a Capital Asset The development of centralized database of asset information will require substantial investment of time and resources. In addition, one of the key issues to be undertaken is - what is a capital asset and to determining its dollar threshold or value. The stapler used by staff in theory could be, by definition a tangible capital asset. It has a useful life of greater than one year but would the City want to go to all of the effort and expense of tracking and documenting and financial reporting on an item that has a small value. From a practical business perspective, recording and tracking of a stapler's value does not make business sense. Therefore, the issue becomes - what dollar value or threshold value should be used to determine what is or isn't a capital asset. As mentioned earlier, a pilot study was undertaken by six municipalities (OMBI) of various sizes to try to implement the accounting rule changes. One of the issues they addressed was the asset threshold values. For the municipalities that were relatively Pickering's size they adopted the following dollar thresholds: Vehicles $5,000 Equipment $5,000 Recommendation two, and the adoption of a capital asset definition for vehicles and equipment are based on the experience and findings of the OMBI study. 2008 Budgetary Impact If Council adopts Recommendation two, the 2008 current and capital budgets would reflect the new capital asset definition. In other words, only those items that have a dollar value over $5,000, individually or collectively, would now be reflected in the capital budget and would be budgeted in the capital budget. For example: buying five computers with a unit cost of $1,000 each and therefore, this purchase of $5,000 would be in the capital budget. By adopting recommendation two, lower dollar valued items previously budgeted under capital would now be budgeted in the departments operating or current budgets under the "Misc. Equip & Tools" account. The advantage of this change is that smaller capital purchases would no longer "cloud the capital budget. It should be clearly noted that adopting this asset dollar value change, will not translate into additional costs to the taxpayers. Currently, the City does not have a centralized database of asset information. There is a disparate architecture of asset systems and spreadsheet information. Each division within the City has some type of asset record keeping system, some more complete and sophisticated than others. Consistency of data and the extent to which the data meets with the PSAB 3150 requirements is still to be determined. In order to comply with the Report CS 38-07 Date: October 9,2007 Tangible Capital Assets PSAB 3150 Regulations and City's S~s~inable Infrastructure Asset Management Program Page 5 regulations a complete inventory of all assets must be collected, valuated and incorporated into a corporate asset register. It is possible for municipalities to take a very narrow approach to asset management by collecting the information required for PSAB 3150 only. The collection of the historical cost, accumulated depreciation and integrating that information into the financial statements will meet the requirements of PSAB 3150 but will not provide information that can be utilized to make financial decisions regarding the City's overall state of assets and will be cumbersome to maintain on an ongoing basis. The City's approach is to utilize PSAB 3150 as a driver to meet other asset infrastructure informational needs and converge the operational need for improved infrastructure asset management with the requirement to comply with PSAB 3150 into an integrated program. This will ensure consistency between the City's strategic service provisioning goals and objectives and the tactical and operational management of the City's infrastructure assets. 2007 Capital Asset Reporting Initiatives Included in the 2007 capital budget was funding for the purchase of a "fleet management system." This new system will provide electronic record keeping of fleet preventative maintenance services, repairs and will also maintain asset record information such as purchase cost and depreciation. (Prior to purchase of this software, the City's fleet maintenance records was based on a paper system.) This new system will also link electronically to the fuel management system to provide a complete record of the vehicle's total cost by year based on preventative maintenance, repairs and fuel consumption. When fully implemented, information provided by this system will be used as part of the capital budgeting process. The City's IT section is currently working on modifying its inventory database to allow capital asset information such as cost and various depr~ciation rates to be used. Aaing Infrastructures The City is no different than all other levels of government in Canada as it reaches the point where infrastructure is aging, and funds are required to renew or replace assets. The total amount needed to re-establish infrastructure to a sustainable condition is known as the "infrastructure gap". This is the difference between the required renewals and replacements needed versus the current funds which are actually being spent. In order to report on the City's "infrastructure gap", it is critical to collect additional data on each asset, such as replacement value, asset condition etc. The City's capital budget is the primary decision making tool currently used by Council to determine priorities and spending. For the last seven years the City's capital budget has been prepared on a short term basis - one to three years. It is recognized that a long term plan is required. The City took its first step towards the development of the long term financial plan during the 2007 budget process. Staff presented to Council a multi-year financial plan outlining projected levy increases for the years' 2008 to 2014. Report CS 38-07 Date: October 9,2007 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program Page 6 81 The capital asset database will generate financial reports that will quantify the dollar value of the "infrastructure gap." This information will be used to update the City's financial model and will assist Council to develop financial policies that will address the infrastructure gap which in-turn will support a sustainable City infrastructure. . The City currently does not recognize the cost of using existing capital assets in the operating budget, as their use is strictly on a "non-cash" basis. In other words, when road's staff use the snow plow truck to clear City roads, no cost is recorded for using the truck. Rather, funds are budgeted for repayment of debt related to the original purchase, and transfers to reserves are made for future replacement of some assets. In 2009, the City will be required to expense the "use" of the asset or recognize "depreciation". The charge for depreciation will now be reported in financial statements. How this depreciation expense relates to our current provisions for debt and reserve transfers is not known at this time. Furthermore, the effects on our annual budgets and financial reporting are also unknown at this time. Go-forward Approach: Inte~ratin~ PSAB 3150 with Asset Mana~ement Integral to the City achieving PSAB compliance and overall improvement of asset management is the definition and development of a universal list of data attributes for each asset group and assets within a group that will meet all regulatory and non- regulatory requirements. The universal data attribute record will support the single effort-multiple purpose data collection strategy and enable the City's management to meet the legislative accounting requirements as well as provide sound information for analysis, prioritization and determination of the existing infrastructure gap. In order to develop the capital asset database, policies and consistent procedures for documenting, managing and reporting information about the City's capital assets will be required. To meet the time constraints regarding PSAB 3150 compliance, additional staffing resources will be required. Pickering's neighbouring municipalities have addressed the staffing resource issue by two ways: increasing their full time complement or using contract staff. Regardless of the staffing method used - the bottom-line is that all of the municipalities have had to increase their staffing complement. The 2007 budget included some staffing dollars to implement PSAB 3150 reporting requirements. The 2008 budget (submitted to Council) will request additional staffing resources and computer software systems. Canada-Ontario Municipal Infrastructure Fund (COMRIF) On December 6, 2006, the Federal and Ontario governments announced an Asset Management Program (AMP), a component of COMRIF program. They have dedicated $5.96 million to assist eligible municipalities to move forward with asset management programs. The funding can be used for the five principal stages of asset management: Report CS 38-07 Date: October 9, 2007 Tangible Capital Assets PSAB 3150 Regulations and City's Sustainable Infrastructure Asset Management Program 82 Page 7 diagnostic, inspection, valuation, sustainability planning, and financial modeling. AMP will help eligible municipalities improve and increase their capacity to manage their infrastructure needs, and this funding would be used to partially offset the significant costs of implementing an asset management program. Municipalities with populations less than 250,000 are eligible for the grant. Pickering's asset management program has been designed to move through similar five stages of the asset management continuum. Report to Council CS 32-07 entitled "COMRIF Asset Management Program Funding" outlined Pickering's application to this funding program. As indicated in this report, the City is to receive $32,440 to assist in the implementation of the AMP. Attachments: Not applicable Prepared By: Approved I Endorsed By: ..--z.,-.----..-..--.. .'~.,~ ..~,-- - ~~~~~ ~ ._-~~~-==~ & ,p.'" """-~ Gillis A. Paterson Director, Corporate Services & Treasurer Stan Karwowski Manager, Finance & Taxation GAP:vw Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ;:? .II' /. REPORT TO EXECUTIVE COMMITTEE Report Number: CS 43-07 Date: October 9,2007 ,t, 83 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Investment Portfolio Activity for the Year Ended December 31, 2006 Recommendation: It is recommended that Report CS 43-07 the Director, Corporate Services & Treasurer be received by Council for information. Executive Summary: The following report and attachments represent a summary of the investment activity and year end balance in the portfolio. Investment activity for the year 2006 totaled approximately $180.3 million (2005 - $173.9M) with a year end balance in the portfolio of approximately $55.9 million (2005 - $49.1 M). Current Fund investments are limited to one year or less and Reserve Funds to 10 years or less under the Council approved policy. As discussed below and as confirmed by the attached Performance Report from BMO Nesbitt Burns, the return on the City's portfolio has performed favourably comparative to market benchmarks. Financial Implications: None Sustainability Implications: implications. This report does not contain any sustainability Background: The City's investment portfolio is comprised of two main areas: Reserve Funds, and balances available in the Current Fund when not required to meet current operating expenditures. This latter balance can vary greatly depending upon many factors including the timing of the receipt of property taxes and levy payments to the School Boards and the Region. Investments are undertaken as one consolidated pool of funds and interest earned is credited back to the appropriate funds. As the Treasurer of the City of Pickering there are certain information and opinions that I must report, under Provincial Regulation, to the Committee and Council. The attached schedules are also included as part of the information requirements. The portfolio has increased over prior year by approximately $7.0 million. The main contributing factors are the timing of supplementary taxes billed and collected at the end of the year and final remittance to the Region and School Boards, the overall increase in the Reserve Report CS 43-07 Date: October 9, 2007 Subject: Investment Portfolio Activity for the Year Ended December 31, 2006 , " . 8 4 Page 2 Fund balances, primarily Development Charges Reserve Fund and Federal Gas Tax Reserve Fund and a dividend received from Veridian in late December. The portfolio performed well during 2006 with a weighted yearly rate of return of 3.81% (2005 - 2.51%) on the combined short term and long-term investments excluding interfund investments. This was achieved due to a general rise in interest rates throughout 2006 in addition to providing a more favourable mix between short-term (highly liquid) and longer term investments. The average return on interfund investments was 3.90% (2005 - 4.00%) which is comparable to prior year. As you are aware investment parameters are much narrower for the City than permitted for money market funds due to the Municipal Act and Regulations limiting the selection of qualified investments for municipal entities. However notwithstanding these restrictions, the annual return of 3.81 % continues to perform comparably with the annual returns for the CIBC World Markets 91-Day T-Bill Index (3.8%) and the Morningstar Canadian Money Market Mutual Fund Index (3.3%). These returns are deemed comparative benchmarks for reviewing the portfolio's performance and considered the standard for analysis of investment funds in the industry. The emphasis of the City's investment strategy has been to increase the portion of long term investments to the overall portfolio, while retaining sufficient liquidity for current operations, to take advantage of more stable rates of return rather than fluctuating with the short term markets. Throughout 2006 an additional $14.7 million was invested in long-term investments ranging with terms of 2 to 5 years. Of the year end total portfolio of some $55.9 million, approximately $26.9 million or 48.1 % (2005 - 24.8%) were external long-term investments and approximately $4.8 million or 8.6% (2005 - 11.4%) were Interfund Investments (Internal Loans). It is my opinion that all investments were made in accordance with the Investment Policy approved by Council. Attachments: 1. Investment Activities for 2006 2. Outstanding Investments as at December 31,2006 3. Correspondence, BMO Nesbitt Burns Report CS 43-07 Date: October 9, 2007 Subject: Investment Portfolio Activity for the Year Ended December 31 , 2006 Page 3 85 Approved I Endorsed By: ristine Senior Manager, Accounting Services .~~~ cmns A. Paterson Director, Corporate Services & Treasurer GAP:vw Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ~ /; CITY OF PICKERING INVESTMENT ACTIVITIES FOR 2006 Financial Purchase Maturity Institution Instrument Cost Principal Yield Term Date Date Short-term 00 Nesbitt Burns RBC BA 4,033,322 4,062,000 2.821 % 92 06-0ct-05 06-Jan-06 0'> RBC BA 3,127,066 3,148,000 2.841 % 86 12-0ct-05 06-Jan-06 TDBA 3,839,235 3,867,000 2.901% 91 24-0ct-05 23-Jan-06 BNS BA 4,999,913 5,038,000 3.055% 91 14-Nov-05 13-Feb-06 FIRSTBANK BA 7,527,729 7,617,000 3.183% 137 14-Nov-05 31-Mar-06 CIBC BA 2,024,435 2,040,000 3.084% 91 18-Nov-05 17-Feb-06 FIRSTBANK BA 3,516,179 3,545,000 3.324% 90 15-Dec-05 15-Mar-06 FIRSTBANK BA 2,011,250 2,027,000 3.324% 86 19-Dec-05 15-Mar-06 TDBA 3,604,265 3,625,000 3.333% 63 06-Jan-06 10-Mar-06 FIRSTBANK BA 3,604,310 3,634,000 3.341% 90 06-Jan-06 06-Apr-06 CIBC BA 3,866,304 3,880,000 3.403% 38 24-Jan-06 03-Mar-06 FIRSTBANK BA 3,037,588 3,064,000 3.606% 88 13-Feb-06 12-May-06 TDBA 2,039,505 2,055,000 3.601 % 77 27-Feb-06 15-May-06 CIBC BA 3,892,418 3,934,000 3.749% 104 03-Mar-06 15-Jun-06 BNS BA 4,999,132 5,009,000 3.602% 20 10-Mar-06 30-Mar-06 FIRSTBANK BA 6,999,352 7,037,000 3.636% 54 10-Mar-06 03-May-06 FIRSTBANK BA 3,624,200 3,658,000 3.741% 91 10-Mar-06 09-Jun-06 FIRSTBANK BA 5,571,191 5,624,000 3.761% 92 15-Mar-06 15-Jun-06 RBC BA 3,828,413 3,864,000 3.770% 90 31-Mar-06 29-Jun-06 RBC BA 3,800,703 3,871,000 3.902% 173 31-Mar-06 20-Sep-06 FIRSTBANK BA 3,633,961 3,668,000 3.799% 90 06-Apr-06 05-Jul-06 FIRSTBANK SA 3,049,592 3,068,000 3.799% 58 03-May-06 30-Jun-06 TDBA 3,999,983 4,039,000 3.912% 91 03-May-06 02-Aug-06 BNS BA 2,999,416 3,040,000 3.951% 125 11-May-06 13-Sep-06 CIBC BA 2,999,990 3,058,000 4.010% 176 11-May-06 03-Nov-06 ,".". () FIRSTBANK BA 5,140,478 5,188,000 3.924% 86 15-May-06 09-Aug-06 :J: CIBC BA 3,684,594 3,722,000 4.117% 90 09-Jun-06 07-Sep-06 3: FIRSTBANK BA 7,776,355 7,858,000 4.211% 91 30-Jun-06 29-Sep-06 ~ BNS BA 5,187,233 5,240,000 4.172% 89 09-Aug-06 06-Nov-06 FIRSTBANK BA 3,734,657 3,772,000 4.147% 88 07-Sep-06 04-Dec-06 F- FIRSTBANK BA 3,072,556 3,104,000 4.150% 90 12-Sep-06 11-Dec-06 BNS BDN DISCOUNT NOTE 3,039,177 3,070,000 4.159% 89 13-Sep-06 11-Dec-06 BNS BA 4,047,504 4,143,000 4.043% 213 29-Sep-06 30-Apr-07 BNS BA 3,132,613 3,164,000 4.156% 88 03-Nov-06 30-Jan-07 d BNS BDN DISCOUNT NOTE 7,999,759 8,031,000 4.073% 35 07-Nov-06 12-Dec-06 :::c RBC BA 1,999,936 2,013,000 4.111 % 58 07-Nov-06 04-Jan-07 m RBC BA 5,239,042 5,291,000 4.161 % 87 07-Nov-06 02-Feb-07 -0 0 BNS BA 1,999,879 2,027,000 4.160% 119 07-Nov-06 06-Mar-07 ~ BNS BDN DISCOUNT NOTE 3,888,492 3,929,000 4.178% 91 05-Dec-06 06-Mar-07 =It BNS BA 3,599,304 3,635,000 4.161% 87 29-Dec-06 26-Mar-07 ~ .' Total Short-term 160,171,032 161.659,000 r- ........ BA - Bankers Acceptance \"'v \ C:. -.} CITY OF PICKERING INVESTMENT ACTIVITIES FOR 2006 Financial Purchase Maturity Institution Instrument Cost Principal Yield Term Date Date Long-term Nesbitt Burns CIBC 2,000,000 2,000,000 4.200% 1826 10-Feb-06 10-Feb-11 (1 ) RBC 2,000,000 2,000,000 4.500% 1826 25-Apr-06 25-Apr-11 (2) Province of Ontario 616,252 619,000 4.000% 1,106 09-May-06 19-May-09 (3) Province of Ontario 1,972,052 1,964,000 4.500% 702 16-May-06 17-Apr-08 (4) Canada Housing Trust 3,796,505 3,783,000 4.400% 591 02-Aug-06 15-Mar-08 (5) Province of Ontario 4,102,402 4,085,000 4.400% 840 02-Aug-06 19-Nov-08 (6) Canada Housing Trust 3,930,567 3,883,000 4.650% 1,140 02-Aug-06 15-Sep-09 (7) Total Long-term 18,417,778 18,334,000 Total External Investments 178,588,810 179,993,000 Interfund Investments (Internal Loans) Development Charge Reserve Fund 352,000 Total Investment Activity 180,345,000 Dispositions of Long-term Investments Nesbitt Burns Export Development Corp 643,129 628,000 5.000% 365 04-May-05 04-May-06 Province of Ontario 1,579,418 1,580,000 3.500% 1,039 04-Nov-03 08-Sep-06 Province of Ontario 1,349,071 1,335,000 3.500% 492 04-May-05 08-Sep-06 Province of Ontario 93,967 93,000 3.500% 491 05-May-05 08-Sep-06 Footnotes: (1 ) This bond has interest paid semi-annually on February 10 and August 10. (2) This bond has interest paid semi-annually on April 25 and October 25. (3) This bond has interest paid semi-annually on May 19 and November 19. (4) This bond has interest paid annually on April 17. (5) This bond has interest paid semi-annually on March 15 and September 15. (6) This bond has interest paid semi-annually on May 19 and November 19. (7) This bond has interest paid semi-annually on March 15 and September 15 ex:> '-J CITY OF PICKERING OUTSTANDING INVESTMENTS AS AT DECEMBER 31, 2006 Financial Purchase Maturity Interest Institution Instrument Cost Principal Yield Term Date Date Payable Short-term Current & Reserve Fund Investments Nesbitt Burns BNS BA BNS BA RBC BA RBC BA BNS BA BNS BDN DISCOUNT NOTE BNS BA Total Short-term Long-term Reserve Fund Investments Nesbitt Burns Farm Credit Corporation Province of Ontario Province of Ontario Province of Ontario CIBC RBC Province of Ontario Province of Ontario Canada Housing Trust Province of Ontario Canada Housing Trust Total Long-term Total External Investments Interfund Investments (Internal Loans) Parkland Reserve Fund Development Charge Reserve Fund Totallnterfund Investments Total as at December 31, 2006 4,047,503.85 4,143,000.00 3,132,613.12 3,164,000.00 1,999,935.63 2,013,000.00 5,239,042.38 5,291,000.00 1,999,878.74 2,027,000.00 3,888,492.01 3,929,000.00 3,599,304.30 3,635,000.00 23,906,770.03 24,202,000.00 250,000.00 250,000.00 3,500,000.00 3,500,000.00 493,173.30 474,000.00 4,300,000.00 4,300,000.00 2,000,000.00 2,000,000.00 2,000,000.00 2,000,000.00 616,251.64 619,000.00 1,972,052.40 1,964,000.00 3,796,505.31 3,783,000.00 4,102,402.10 4,085,000.00 3,930,566.75 3,883,000.00 26,960,951.50 26,858,000.00 50,867,721.53 51,060,000.00 0:> 4.04% 213 29-Sep-06 30-Apr-07 ro 4.16% 88 03-Nov-06 30-Jan-07 4.11% 58 07-Nov-06 04-Jan-07 4.16% 87 07-Nov-06 02-Feb-07 4.16% 119 07-Nov-06 06-Mar-07 4.18% 91 05-Dec-06 06-Mar-07 4.16% 87 29-Dec-06 26-Mar-07 4.00% 3653 27-Jun-03 27-Jun-13 Jun 27 & Dee 27 4.35% 3652 29-0ct-04 29-0ct-14 29th day each month 5.20% 643 03-Jun-05 08-Mar-07 Mar 8 & Sept 8 3.05% 1826 21-Jun-05 21-Jun-10 Jun 21 & Dec 21 4.20% 1826 10-Feb-06 10-Feb-11 Feb 10 & Aug 10 4.50% 1826 25-Apr-06 25-Apr-11 Apr 25 & Oct 25 4.00% 1106 09-May-06 19-May-09 May 19 & Nov 19 4.50% 702 16-May-06 17-Apr-08 Apr 17 annually 4.40% 591 02-Aug-06 15-Mar-08 Mar 15 & Sept 15 4.40% 840 02-Aug-06 19-Nov-08 May 19 & Nov 19 4.65% 1140 02-Aug-06 15-Sep-09 Mar 15 & Sept 15 386,482.00 3.67% 4,426,567.00 3.67% to 4.5% 6 yr various 01-Jan-01 31-Dec-10 various various Dee 31 Dec 31 4,813,049.00 55,873,049.00 :N I 1 I j d ~ (3 ~ =It 10; ~ 4.-\) I c -.-i Bl\10 ~ Nesbitt Burns"'. ,.., Private Client Division April 1, 2007 Mr. Gil Paterson Director of Finance Finance Department, City of Pickering 1 The Esplanade, Pickering ON L 1V 6K7 Dear GiI, I am pleased to provide the attached performance report for the 2006 calendar year for your account # 365-13206-10 Corporation of the City of Pickering, as well as a brief investment review of 2006. Calendar Year 2006: During 2006 the Canadian economy strengthened considerably. Interest rates began to slowly rise with the T-Bill rate rising from 3.61% in 01 to 4.17% in 04. Year over year Bank of Canada core inflation figures rose from 1.7% in 01 to 2.2% in Q4. The S&PITSX Composite index rose 17.3% on the strength of commodity based equity issues. Consumer pricl! indl!lI Indice des prix a la consommation Annual percent change Variation annuelle en pourcentage 5 4 3 ... '.' "' Excluding energy Sans I'energie Interest rates Taux d'interet % o 2003 2007 16 14 12 10 _ 8 r Long term bond 6 l., Obligations 8 long terme 4...... ., .......,.... aux privilegie 2 2003 2004 2005 2006 2007 Consumer loan rate T aux de pre! a la consommation Total 2004 2005 2006 TSE Stock markets Marches boursiers 14,000 13,000 12,000 11,000 SSP 500 10,000 9,000 8,000 2004 2005 TSE 300 ,f'/ d)./', hA.I;j\~.' ,,~.,'J 2006 2007 S8P '1,500 1 AGO 1,300 1,200 1,100 1,000 .,:" ), tJ".. , G,} co \.0 p .~ :; & , " -;.:. OJ i C~ -J -2- Portfolio Performance Review: For comparison purposes I have included the following benchmarks that provide the closest representative return data. Please keep in mind that there are two separate issues that should be taken into consideration when comparing the representative rates of return. First, the guidelines set out in the Municipal Finance statutes governing your investment policy prohibit you from owning any fixed income investments that are not either government guaranteed or issued by a major Canadian Chartered Bank. Canadian money market funds used to construct the Morningstar Canadian Money Market Index contain a high percentage of higher yielding money market products that your investment policy prohibits you from holding. Secondly, your portfolio has a relatively small percentage of qualified fixed income investments that are slightly longer than the 1 year maturity period that typically defines money market investments. '-0 o I I , , Return Comparisons* Comparative Benchmarks** 2006 2005 2004 2003 2002 2001 2000 CIBC WM 91 day T-Billlndex 3.80% 2.50% 2.30% 2.90% 2.40% 4.80% 4.10% - Morningstar Canadian Money Market Mutual Fund Index 3.30% 1.90% 1.50% 2.20% 1.80% 3.70% 4.80% Your SMO Nesbitt Burns Account 3.81% 2.51% 4.39% 3;16% 2.70% 4.48% I 5.81 % * Return Comparisons are derived from separate third party sources which are believed to be accurate but are not guaranteed by BMO Nesbitt Burns Inc. ** Comparative benchmarks have been selected that are most reasonable to use for comparison purposes but are not 100% specific to the investment guidelines followed by the representative account in question. *** The Morningstar Fund Indices are the best available representation of the performance of aggregate dollars actually invested, currently and historically, in Canadian money market mutual funds and/or segregated funds. The indices measure the dollar weighted return of assets in Canadian funds. The return calculation does not suffer from survivorship bias, as the impact of returns with funds that are no longer active are retained. Funds that report returns before fees are excluded from Morningstar Fund Indices. I J . ! @ - "BMO" is a registered trademark of Bank of Montreal, used under license. - "Nesbitt Burns" is a registered trademark of BMO Nesbitt Burns Corporation Limited, used under license. ™ - The "M-bar roundel symbol" is a trademark of Bank of Montreal, used under license. Cif.ll (1~ REPORT TO EXECUTIVE COMMITTEE Report Number: CS 44-07 Date: October 9,2007 J fit 91 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Final Approval for Financing of Council Approved Capital Projects- Internal Loans and External Borrowing Through the Issuance of Debentures Recommendation: 1. That Report CS 44-07 from the Director, Corporate Services & Treasurer be approved; 2. That Council approve the internal loans of up to $597,000 to be borrowed from the Development Charges Reserve Funds based on the purposes, terms & conditions as specified in Attachment 1 and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary, including the recommendations below, to give effect thereto; and, 3. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debentures through the Regional Municipality of Durham up to a maximum amount of $2,070,000 for the projects listed on Attachment 2 in the indicated amounts, for the following terms; Terms Amount 5- Year $ 210,000 10- Year 980,000 15-Year 880,000 Total $ 2,070,000 b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offering long term financing under similar terms and conditions; c) finance any capital expenditures currently financed through internal loans, should the need for funds arise, through the Regional Municipality of Durham or through a financial institution; ..'~'._.~~."^ .,....~..,._,........-~~'.~\"'.,."".> W'-""',.'"."~. Report CS 44-07 October 9,2007 Subject: Final Approval for Financing of Council Approved Capital Projects - External Borrowing Through the 9 2 Issuance of Debentures Page 2 i . d) make any changes, adjustments, and reVISions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; 4. That the costs of undertaking the financing, currently estimated at up to approximately $20,000, be charged to the 2007 Current Budget, General Government Loan Repayment; 5. That the estimated annual repayment costs of principal and interest for both internal loans and external debentures amounting to approximately $369,000 be included in the 2008 Current Budget and thereafter until the loan is repaid; 6. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debentures or long term financing arrangements, through the Regional Municipality of Durham, a financial institution. internal loans or whatever means necessary at the discretion of the Treasurer; 7. That the Director, Corporate Services & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; 8. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 9. That the attached draft by-laws, providing for the authorization for the issuance of debentures, be enacted; and, 10. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Executive Summary: While long term financing (internal and external) was always generally approved by Council during the annual capital budgeting process and/or through specific reports, there has never been a specific formal approval by the Council for capital projects requiring such financing with the terms and conditions being specified in detail. This Report to Council serves as that final formal approval and Corporate Services will complete all the necessary documentation. The 2005 to 2007 approved debt financed capital projects will be funded by the issuance of debentures through the Regional Municipality of Durham as per Attachment 2. Council has to formally approve the request to undertake the long term financing through the issuance of debentures through the Regional Municipality of Durham at the terms and conditions Report CS 44-07 October 9, 2007 Subject: Final Approval for Financing of Council Approved Capital Projects - External Borrowing Through the Issuance of Debentures Page 3 93 as arranged in the capital markets as was approved by Council for the 2005 and 2007 Capital Budgets. The Director, Corporate Services & Treasurer has certified that these loans and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2007 as established by the Province for municipalities in Ontario. Financial Implications: Total Cost of All Proiects In addition to debenture financing, these projects are also funded by other sources of funds. The breakdown of the various sources of funds is as follows: Sources Debenture COMRIF "Move Current Funds Total s Grant Ontario" Costs Reserve Amount $2,070,000 372,525 375,000 6,880 $2,824,405 Other than .debenture financing of $2,070,000, the combined total of all other sources of funds is $754,405. The grand total cost of all these projects is $2,824,40. Attachment 2 provides further detailed breakdown of all other sources of funding. Internal Loans The 2007 Capital Budget included internal loans in the amount of $803,000 out of which, $597,000 has been identified as required. Attachment 2 provides the detailed breakdown on these internal loans. The combined estimated principal and interest payment for the above internal loans are $106,325 and payment will commence in 2008. These internal loans will be temporary financed by the Development Charges Reserve Funds and repaid through an allocation in the annual current budget commencing in 2008. The internal borrowing rate is normally determined by using the Ontario Strategic Infrastructure Financing Authority's (OSIFA)'s rates and other comparable municipal borrowing as a guideline or benchmark. The table below provides a comparison of what is available in the market at this time. Report CS 44-07 October 9,2007 Subject: Final Approval for Financing of Council Approved Capital Projects - External Borrowing Through the . I I I 9 4 Issuance of Debentures Page 4 Terms Region's Last OSIFA-As of Sept. 14, Other Municipal Issue-Feb. 2007 2007 Serial Debentures Benchmark- Averages Sept. 2007 3- Year None None 4.718 5- Year 4.30 4.75 4.704 8- Year 4.45 None None 10-Year 4.50 4.89 5.058 At the time of writing, the financing market is going through uncertain times due to the subprime situation occurring in the United States. The current state of credit market would suggest that the rates for the internal loans not be officially determined at this time. The official rates will be determined based on either any forthcoming fall debenture issue by the Regional Municipality of Durham or market rates at the time of official borrowing in December 2007. External Debts The total of all external debentures requested for the fall 2007 is $2,070,000; Attachment 2 provides a detailed breakdown of all projects funded by external debentures. The external borrowing rate will be determined by the capital markets at the time of the issuance of the debentures. Financial Burden The annual loan and debt repayment charges are funded through the general property tax levy in the annual Current Budgets. The projected total of internal loans and debentures outstanding for December 31, 2007 is $17,796,566. Please refer to Attachment 3. Sustainability Implications: This financing is necessary to provide the financial means to sustain the City's capital investments in infrastructure. Background: Continuous growth has created a need for capital infrastructure to maintain the level of services provided to residents and businesses. Funding sources for capital projects are identified and approved by Council prior to the commencement of the projects. The continuous growth coupled with aging capital infrastructure calls for expansion to new facilities, replacement and repairs. This prompted the need for more borrowing to fund the capital projects. Total borrowings from the reserve funds to finance 2007 and prior years capital projects are projected at $4,590,555 for year end 2007. Such internal borrowings require appropriate approvals and documentation in Report CS 44-07 October 9, 2007 Subject: Final Approval for Financing of Council Approved Capital Projects - External Borrowing Through the Issuance of Debentures Page 5 95 accordance with the Municipal Act 2001, S401 (1) and the Development Charges Act 1997, S36 O.Reg. 82/98 s.12 (2) 3,4,5. Corporate Services will complete the necessary documentation including Promissory Notes indicating the amount, term, interest rate and other relevant information relating to the internal loans and their repayment. Normally, all external debenture requested by an area municipality is issued through the Regional Municipality of Durham. However, if there may be other ,more cost effective means of financing available, the Treasurer may resort to these alternatives. Alternate financing may be desirable or necessary for some portions of the City's requirements. The Recommendations allow for the best course of action to take place. The recommendations also provide a limited degree of flexibility in the event that the documentation for projects or portions thereof is insufficient to meet the legal requirements for a debenture issue in that the project can then be financed through other means. They also provide for some flexibility with the treatment of excess proceeds that may be raised as a result of the market conditions (Le. issued as a premium) or excess funds resulting once project costs are complete and final. The costs of financing of approximately $20,000 have been included in the 2007 Current Budget for the 2007 capital projects. This cost represents commissions, legal fees, and registration for debentures with the Canadian Depository for Securities (C.D.S.) and any discount upon sale. Under Pursuant to Resolution 144/99 the Mayor and Treasurer has the authority to sign the Promissory Notes. Attachments: 1. Fall 2007 External Debentures through The Regional Municipality of Durham 2. 2007 Internal Loans To be Borrowed from the Development Charges Reserve Fund 3. Total Projected Internal Loans & External Debentures Outstanding as at December 31, 2007 4. By-law to Confirm the Authorization of the Issuance of Debentures in the amount of $210,000 for the Supply and Delivery of a 5 Ton Dump Truck with snow plow and wing 5. By-law to Confirm the Authorization of the Issuance of Debentures in the amount of $124,000 for the Storington Pedestrian Bridge Replacement, Pine Creek 6. By-law to Confirm the Authorization of the Issuance of Debentures in the amount of $615,000 for the Bulmer Bridge and Reesor Bridge Rehabilitation 7. By-law to Confirm the Authorization of the Issuance of Debentures in the amount of $241,000 for the Old Brock Road, Claremont Road Reconstruction Report CS 44-07 October 9, 2007 Subject: Final Approval for Financing of Council Approved Capital Projects - External Borrowing Through the 9 6 Issuance of Debentures Page 6 8. By-law to Confirm the Authorization of the Issuance of Debentures in the Amount of $880,000 for the Sheppard Avenue, Reinforced Soil System Prepared By: Approved I Endorsed By: ~~ -- GilliS A.Paterson Director, Corporate Services & Treasurer ~~~ Caryn Kong Senior Financial Analyst GAP:ck Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council ~ ,/ // "'A~NT#....L TO REPORT # c. s ~r+-o7 2007 Budget Cost Centre Proiect Number Reference Terms Description Amount Fire 5340.0702.6173 Various pas 5-Year Furniture & Equipment $ 150,000 07-2240-002-01 for Station 5 addition Parks 5780.0701.6129 OES 39-07 10-Year Repair & Resurface Bev 134,000 07 -2718-001-01 Morgan running track 5780.0712.6178 OES 23-07 5- Year Two Utility Tractors 86,000 07-2718-004-01 Civic Complex 5700.0704.6181 8-Year Pattern Concrete-Entrance 38,000 07 -2124-005-01 Civic Complex Arena 5715.0703.6181 PO 270468 5-Year Replacement of concrete 50,000 07-2715-005-02 floor on Pad 2-Don Beer Design only Community Centre 5719.0702.6181 OES 34-07 10-Year Repave parking lot 139,000 07-2719-005-05 Westshore Comm Ctr Total Internal Loans $ 597,000 Repayment of loans commencing in 2008 2007 Debts & Internal Loans.xls Internal Loans-RTC 25/09/2007 Budget Amount COMRIF "Move Ont." Current Total Year Project Number Terms Reference Description of Debt Grant Reserve Fund Project costs Roads 2007 5320.0703.6158 5-yr OES 22-07 Supply and delivery of a Q-19-2007 5 Ton Dump Truck with snow Res. 113/07 May 22,2007 plow and wing Total- 5-Yr $210,000 $0 $1,866 $211,866 $1,866 $210,000 $0 $0 Property Maintenance 2006 5311.0606.6181 10-yr OES 01-07 Storington Pedestrian Bridge Res. 07/07 Jan. 15,2007 Replacement, Pine Creek Q-57-2006 Roads 2005& 5320.0509.6250 10-yr OES 16-07 Bulmer Bridge and Reesor Bridge 2007 5320.0510.6250 T-1-2007 Rehabilitation Res 88/07 April 16,2007 Roads 2006& 5320.0619.6250 10-yr OES 17-07 Old Brock Road, Claremont 2007 5320.0710.6250 T-3-2007 Road Reconstruction Res 89/07 April 16, 2007 Total-10-Yr Roads 2005& 5320.0514.6250 15-yr OES 36-07 Sheppard Avenue, Reinforced 2007 5320.0711.6250 T-2-2007 Soil System Res 179/07 Sept.17,07 Total-15-Yr Total External Debentures $124,000 $729 615,000 372,525 100,000 914 241,000 275,000 1,685 $211,866 $124,729 $1,088,439 $517,685 $980,000 $3,328 $1,730,853 $372,525 $375,000 $880,000 $0 $0 $1,686 $881,686 $880,000 $1,686 $881,686 $0 $0 $2,070,000 $372,525 $375,000 $6,880 2007 Debts & Internal Loans.xls External Debt-RTC $2,824,405 25/09/2007 " ,;", i'n ~ ~ d ~ m -0 ....... 'v ';i:::1 --I :t.i:: fC\ ...t: ,,' ~ I c~ .-.J .3 1'"~ REPORT # ~~'f'+~ u 7 99 2001 ~2003 2004 2005 2006 2007 Dec. 31, 2007 Original Principal Principal Principal Principal Principal Outstanding Amount Repayment Repayment Repayment Repayment Repayment Balance Internal Loans 2001 Issue $7,677,000 ($2,168,471) ($738,935) ($857,543) ($727,050) ($746,111 ) $2,438,890 2002 Issue 1,224,000 (98,180) (103,836) (195,095) (120,236) (125,427) 581,226 2003 Issue 349,071 0 (27,495) (29,963) (31,233) (32,598) 227,782 2004 Issue 267,000 0 0 (28,125) (29,245) (30,442) 179,188 2005 Issue 287,000 0 0 0 (53,275) (55,262) 178,463 2006 Issue 502,000 (113,994 ) 388,006 2007 Issue 597,000 597,000 Total Internal Loans $10,903,071 ($2,266,651) ($870,266) ($1,110,726) ($961,039) ($1,103,834) $4,590,555 0 External Debentures 2002 Issue $4,278,000 ($252,000) ($266,000) ($280,000) ($294,000) ($311,000) $2,875,000 2003 Issue 3,494,000 0 0 (351,000) (369,000) (387,000) 2,387,000 2004 Issue 1,537,000 0 0 (176,000) (184,000) (192,000) 985,000 2006 Issue 2,792,000 0 0 0 0 (242,989) 2,549,011 Winter 2007 Reques 2,340,000 0 0 2,340,000 Fall 2007 Request 2,070,000 2,070,000 Total Ext. Debentures $16,511,000 ($252,000) ($266,000) ($807,000) ($847,000) ($1,132,989) $13,206,011 Total Projected Loans & Debentures $27,414,071 ($2,518,651 ) ($1,136,266) ($1,917,726) ($1,808,039) ($2,236,823) $17,796,566 CS 44ck-Attachment 3.xls Total-RTC 2006 }.\lTACHlvIEf. TO REPORT # (:S .:..1"1.- tY- _l j 1 0 0 THE CORPORATION OF THE CITY OF PICKERING BY-lAW NO. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $210,000 for the supply and delivery of a 5 Ton Dump Truck with snow plow and wing in the City of Pickering WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City approved Report OES 22-07 at its meeting of May 22, 2007 pursuant to Resolution 113/07 and awarded Quotation Q-19-2007 for the supply and delivery of a 5 Ton Dump Truck with snow plow and wing at that meeting; and, WHEREAS the Council of the City is proceeding with the supply and delivery of a 5 Ton Dump Truck with snow plow and wing in the City of Pickering; and, AND WHEREAS before the Council of the City authorized the supply and delivery of a 5 Ton Dump Truck with snow plow and wing, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder. NOW THEREFORE, BE IT ENACTED AND ITS IS HEREBY ENACTED AS A BY-lAW OF THE CORPORATION OF THE CITY OF PICKERING AS FOllOWS: 1. That the estimated costs of the supply and delivery of a 5 Ton Dump Truck with snow plow and wing in the amount of $211,866 be financed as follows: a) That the sum of $210,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five (5) years; 1 0 1 b) That the balance of $1,866 be funded from the 2007 Current Budget; 2. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2008 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed this 15th day of October, 2007. Mayor City Clerk ATTACHI""iEi'.'! # =r.:i",'/'f' J1 1 0 2 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $124,000 for the Storington Pedestrian Bridge Replacement, Pine Creek in the City of Pickering. WHEREAS Section 11 of the Municipal Act 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401 (1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City approved Report OES 01-07 at its meeting of January 15, 2007 pursuant to Resolution 07/07 and awarded Quotation Q-57-2006 for the Storington Pedestrian Bridge Replacement, Pine Creek at that meeting; and, WHEREAS the Storington Pedestrian Bridge Replacement, Pine Creek has been completed; and, AND WHEREAS before the Council of the City authorized the Storington Pedestrian Bridge Replacement, Pine Creek, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder. NOW THEREFORE, BE IT ENACTED AND ITS IS HEREBY ENACTED AS A BY-LAW OF THE CORPORATION OF THE CITY OF PICKERING AS FOLLOWS: 1. That the estimated costs of the Storington Pedestrian Bridge Replacement, Pine Creek in the amount of $124,729 be financed as follows: a) That the sum of $124,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years; 103 b) That the balance of $729 be funded from the 2007 Current Budget; 2. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2008 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed the 15th day of October, 2007. Mayor City Clerk .'p #~~5.9l.I~07 1 0 4 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $615,000 for the Bulmer Bridge and Reesor Bridge Rehabilitation in the City of Pickering. WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City approved Report OES 16-07 at its meeting of April 16, 2007 pursuant to Resolution 88/07 and awarded Tender T-1-2007 for the Bulmer Bridge and Reesor Bridge Rehabilitation at that meeting; and, WHEREAS the Council of the City is proceeding with the Bulmer Bridge and Reesor Bridge Rehabilitation in the City of Pickering; and, AND WHEREAS before the Council of the City authorized the Bulmer Bridge and Reesor Bridge Rehabilitation in the City .of Pickering, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder. NOW THEREFORE, BE IT ENACTED AND ITS IS HEREBY ENACTED AS A BY-LAW OF THE CORPORATION OF THE CITY OF PICKERING AS FOLLOWS: 1. That the estimated costs of the Bulmer Bridge and Reesor Bridge Rehabilitation in the City of Pickering in the amount of $1,088,439 be financed as follows: a) That the sum of $615,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) years; 1 0 5 b) That the sum of $372,525 be funded from the Canada Ontario Municipal Rural Infrastructure Fund (COMRIF); c) That the sum of $100,000 be funded from the "Move Ontario" ReseNe; d) That the balance sum of $914 be funded from the 2007 Current Budget; 2. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City of Pickering commencing in 2008 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed the 15th day of October, 2007. Mayor City Clerk ATTACH~ijEI'i..... JI'"l #J~""2....Lit.( "O.} 106 THE CORPORATION OF THE CITY OF PICKERING BY-lAW NO. Being a by-law to confirm the authorization of the issuance of debentures in the amount of $241,000 for the Old Brock Road, Claremont Road Reconstruction in the City of Pickering. WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City approved Report OES 17-07 at its meeting of April 16, 2007, pursuant to Resolution 89/07 and awarded Tender T-3-2007 for the Old Brock Road, Claremont Road Reconstruction in the City of Pickering at that meeting; and, WHEREAS the Council of the City is proceeding with the Old Brock Road, Claremont Road Reconstruction in the City of Pickering; and, AND WHEREAS before the Council of the City authorized the Old Brock Road, Claremont Road Reconstruction in the City of Pickering, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder. NOW THEREFORE, BE IT ENACTED AND ITS IS HEREBY ENACTED AS A BY-lAW OF THE CORPORATION OF THE CITY OF PICKERING AS FOllOWS: 1. That the estimated costs of the Old Brock Road, Claremont Road Reconstruction in the City of Pickering in the amount of $517,685 be financed as follows: (a) That the sum of $241,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed ten (10) 1 0 7 years; That the sum of $275,000 be funded from the "Move Ontario" Reserve; (b) (c) That the remaining sum of $1,685 be funded from the 2007 Current Budget; 2. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2008 and continuing thereafter until the loan is repaid. By-law read a first, second and third time and finally passed the 15th day of October, 2007. Mayor City Clerk ('? ;) # !di~(,Jtf.'-.) ,- THE CORPORATION OF THE CITY OF PICKERING 108 BY-lAW NO. Being a by-law to confirm the authorization of the issuance of debentures in the' amount of $880,000 for the Sheppard Avenue, Reinforced Soil System in the City of Pickering. WHEREAS Section 11 of the Municipal Act, 2001, as amended, provides that a lower- tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in that Section; and, WHEREAS Subsection 401(1) of the Municipal Act, 2001, as amended, provides that a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way; and, WHEREAS Subsection 401 (3) of the Municipal Act, 2001, as amended, provides that a lower-tier municipality in a regional municipality does not have the power to issue debentures; and, WHEREAS The Regional Municipality of Durham has the sole authority to issue debentures for the purposes of its lower-tier municipalities including The Corporation of the City of Pickering (the "City"); and, WHEREAS the Council of the City approved Report OES 36-07 at its meeting of September 17, 2007 pursuant to Resolution 179/07 and awarded Tender T-2-2007 for the Sheppard Avenue, Reinforced Soil System at that meeting; and, WHEREAS the Council of the City is proceeding with the Sheppard Avenue, Reinforced Soil System in the City of Pickering; and, AND WHEREAS before the Council of the City authorized the Sheppard Avenue, Reinforced Soil System, the Council of the City had the Treasurer update the City's Annual Repayment Limit, the Treasurer calculated the estimated annual amount payable in respect of such project and determined that such annual amount would not cause the City to exceed the updated Limit and, therefore, Ontario Municipal Board approval was not required prior to City Council's authorization as per Section 401 of the Municipal Act, 2001, as amended, and the regulations made thereunder. NOW THEREFORE, BE IT ENACTED AND ITS IS HEREBY ENACTED AS A BY-lAW OF THE CORPORATION OF THE CITY OF PICKERING AS FOllOWS: 1. That the estimated costs of the Sheppard Avenue, Reinforced Soil System in the amount of $881,686 be financed as follows: a) That the sum of $880,000 be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed fifteen (15) years; b) That the balance amount of $1,686 be funded from the 2007 Current Budget; 2. That the funds to repay the principal and interest of the debentures be provided for in the annual Current Budget for the City commencing in 2008 and continuing thereafter until the loan is repaid. 109 By-law read a first, second and third time and finally passed the 15th day of October, 2007. Mayor City Clerk CitJl o~ REPORT TO EXECUTIVE COMMITTEE 11 0 Report Number: CS45-07 Date: October 9, 2007 From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: Tender / Contract Approval - Councils' Summer Recess Recommendation: 1. That Report CS 45-07 regarding tendering and contract approvals during Councils' Summer Recess be received; and, 2. Council pass a resolution ratifying the approval of the Tenders and Contracts by the Chief Administrative Officer contained in this Report during Council's summer recess being Tender No. T-1-2006, Cleaning Services, Tender No. T-4-2007 David Farr Park Dam Removal Project and Request for Proposal No. RFP-2-2007 Health & Safety Consultant Service, Standard Operating Procedures. Executive Summary: Not applicable Financial Implications: Not applicable Sustainability Implications: In accordance with sustainability initiatives and with the G.I.P.P.E.R.'s (Governments Incorporating Procurement Policies to Eliminate Refuse) Guide 3rd Edition, October, 2002, a waste management plan was requested by the City and received from the contractor undertaking the work for the David Farr Park Dam Removal Project, Tender T - 4 - 2007. Background: On May 21, 2002 Council passed Resolution #80/02 Item 4 authorizing the Chief Administrative Officer act in Council's approving capacity on behalf of Council during any recess, break or absence of City Council, which states in part: "2. That, subject to the Council approved Purchasing Policy & Procedures, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: Report CS 45-07 Date: October 9, 2007 Subject: Tender I Contract Approval - Councils' Summer Recess Page 2 . . 11 1 (a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/02; and (b) the costs thereof are within the budget previously approved by Council; and (c) a report respecting those approvals is subsequently submitted to Council." Circumstances were such that two Tenders and one Proposal required approval by the Chief Administrative Officer during Council's summer 2007 recess. It is recommended that Council receive this Report for information and ratify the approval of Tender No. T- 1-2006 - Cleaning Services; Tender No. T-4-2007 - David Farr Park Dam Removal Project; and Proposal No. RFP-2-2007 - Health & Safety Consultant Service, Standard Operating Procedures. Therefore, under authority of the foregoing, the following was approved by the Chief Administrative Officer during the "summer recess" of Council: Tender No. T - 1 - 2006. Cleanina Services - Auaust 1. 2007 to March 31. 2009 Tender No. T - 1 - 2006 submitted by Arsenal Cleaning Services for cleaning services for the remainder of the contact term that being August 1, 2007 to March 31, 2009 be approved. 1. Total Net Tender Amount: T-1-2006 - Tender for Cleaning Services (remaining 20 month term) $290,968 2. Source of Funds: Year 2 (August 1/07 - March 31/08): Civic Complex 2124-2435 Works Centre 2315-2435 East Shore (Seniors) 2572-2435 Community Centres 2719-2435 Libraries 2745-2435 Recreation Complex 2731-2435 Year 2 Total $ 21,040 $ 8,320 $ 11,260 $ 20,172 $ 30,472 $ 23,760 $115,024 Year 3 (April 1/08 - March 31/09): Civic Complex Works Centre East Shore (Seniors) Comm.Centres Libraries 2124-2435 2315-2435 2572-2435 2719-2435 2745-2435 $ 32,184 $ 12,720 $ 17,226 $ 30,858 $ 46,608 Report CS 45-07 Date: October 9,2007 Subject: Tender / Contract Approval - Councils' Summer Recess Page 3 11 2 Recreation Complex 2731-2435 Year 3 Total $290,968 maximum over 20 months $ 36,348 $175,944 The total cost of the previous cleaning contractor (In-Pro) for the remaining 20 months was $272,865. An increase in cost for the current cleaning contractor (Arsenal) for the remaining 20 months in the amount of $18,103 will be reflected in annual operating budgets over the next two years. These higher costs will be budgeted accordingly in future Operating Budgets (2008,2009). Tender No. T-4-2007 David Farr Park Dam Removal Proiect Approved Budget Financing - 5780.0508.6129 - 5780.0627.6129 - 5311.0712.6181 $300,000 $150,000 $150,000 $ 50,000 Total Net Cost excluding GST Project Costs (over) under Approved Funds ~787 $117,213 Low tender No. T-4-2006 submitted by S&F Excavating Ltd. be approved. Proposal No. RFP-2-2007 Health & Safety Consultant Service, Standard Operatina Procedures Approved Budget Financing - 2711-2392 - 2290-2392 $35,000 $15,000 $20,000 Project Costs (over) under Approved Funds $2EU 30 $ 8,870 Total Net Cost excluding GST Highest scoring proposal submitted by Durham College School of Continuing Education be approved. Report CS 45-07 Date: October 9,2007 Subject: Tender / Contract Approval - Councils' Summer Recess Page 4 11 3 Attachments: 1. Operations & Emergency Services Memorandum July 5, 2007 2. Operations & Emergency Services Memorandum July 24, 2007 3. Correspondence Arsenal Cleaning Services Ltd. June 25, 2007 4. Operations & Emergency Services, Culture & Recreation Division Memorandum August 21, 2007 5. Resolution #80/02, Item #4 Prepared By: t \ i Approved I Endorsed By: d '*; .' Vera A. Felgemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services ~. ----. .-s;:5_ .' ~-~ Gillis A. Paterson Director, Corporate Services & Treasurer GAP:vf Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council 1 l / # , '-rACHMENT #Lro REPORT#: ..tiJiS-(j)p OPERATIONS & EMERGENCY SERVICES DEPARTMEf\T 11 4 MEMORANDUM July 5,2007 ...-.b..,.....,..~.._':............,..:..--. To: Thomas J. Quinn Chief Administrative Officer From: Everett Buntsma Director, Operations & Emergency Services Subject: Tender T -4-2007 David Farr Park Dam Removal Project File: A ..2130 Tenders have been received for the above noted capital works construction project. Eight companies were invited to participate, of which seven acceptable bids were received. The following is a summary of the bids received. SUMMARY PST included, GST included Bidder Total Tendered After Calculation Amount $ Check $ S & F Excavatinq Ltd. 193,748.92 193,754.22 The Ontario Construction Co. Ltd. 199,534.40 199,534.40 R & M Construction 243,076.60 243,07'6.60 Dig-Con International Ltd. 263,162.97 26:),162.97 Royalcrest Pavinq Ltd. 268,899.44 26B,899.44 Eliroa Construction& Materials 328,228.13 32E?,228.13 Evans Contractinq Ltd. 375,111.74 ___~75, 111.74 Hollandia Land & Environmental UNABLE TO 810 Solutions -~~-~-~_._. + I., ;'" f ., ,,' d..tle' 'l ...'" /.! (! " .' I' ,.,.----: I . // I.)' / /':%!.. ;1 "'" 4 .../ I ./ , tl!J'l! /'f-"tt I.,'} (7' -t'i(j'i,'l(/) {..... . . " (",f ,(.i' '--:/1 '" ?:l, ",;. ...' /)/,,[; /_~.>: ,ji/,Y\.t,..}JUJ.." /LA::. .(e~-' ..7.1 b' L. L t-_ ;/-':1 .r I f:.'" . { i: ",-;)'j ~'~-.. .J I , . .t:-i . ..-.' ..,,/t.-,--r..l' L... L RECEIVED CITY OF PICKERING ,JUL 1 L 2007 SUPPLY AND SERVICES Subject: Tender. T-4-2007 David Farr Park Dam Removal Project July 5, 2007 Page 2 .-.--...'.--....., 11 5 1. That Tender T-4-2007 sub l'tted by S & F Excavating Limited for David arr Park Dam Removal Project at a cas - ~Slb. roved; ". ", Recommendations: 2. That the total gross project cost of $318,000 (GST included) including the tender amount and other associated costs, and the total net project cost of $300,000 be approved; Financial Implications: 1. TENDER AMOUNT r T-4-2007 GST Sub-Total GST Rebate Total $182,787.00 10,967.22 193,754.22 (10,967.22) $182,787.00 , 2. APPROVED SOURCE OF FUNDS Parks Ca ital Bud et and Pro ert Maintenance Bud et Budqet Account Code Source of Funds Parks Cap 2005 5780.0508.6129 Parkland Res. Fund Parks Cap 2006 5780.0627.6129 Parkland Res. Fund Prop. Main2007 5311.0712.6181 Property Taxes FUNDS AVAILABLE Budqet 150,000 150,000 50,000 350,000 Required 150,000 150,000 0,000 300,000 3. ESTIMATED PROJECT COSTING SUMMARY T-4-2007 - Tender for Dam Removal Project David Farr Park $182,787 Associated Costs Costs for Amphitheatre removal (works completed) Consultant Fees Materials Testing Miscellaneous Costs Costs for Associated Pathway Works Construction Contingency Total 10,500 50,000 5,000 5,000 11,000 35,713 $300,000 Subject: Tender. T-4-2007 David Farr Park Dam Removal Project July 5, 2007 Page 3 11 6 GST 18,000 $318,000 (18,000) $300,000 Total Gross Project Cost GST Rebate Total Net Pro'ect Cost Sustainability Implications: The dam removal and reconstruction of the watercourse will enhance the flow of fish passage by removing the obstacle. The dam removal will increase aesthetics and safety and continue to provide open space usage for the community, thereby satisfying the social and environmental lens of sustainability. Background: As part of the 2005 and 2006 Parks Capital Budget and the 2007 Property Maintenance Capital Budget, the David Farr Park Dam Removal was identified as a construction project. In 2006 the Amphitheatre was retrofitted into an ice skating rink at a cost of $10,500. The Dam Removal Project at David Farr Park includes the removal of the existing dilapidated concrete dam and gabion walls, reconstruct the Pine Creek water course with rock edge and ripples, restore the natural vegetation along the stream banks, create a wetland area, remove existing walkway and pave new one from Glenanna Road to the playground and introduce a butterfly meadow along Glennanna Road. Other associated pathway works at a cost of approximately $11,000 are not part of this Tender and will be carried out by a different contractor. Tender T-4-2007 was issued on Wednesday, June 6, 2007 and closed on Wednesday, June 20, 2007 with seven (7) bidders responding. The total gross project cost is estimated to be $ 318,000 for an estimated net cost to the City of $ 300,000 (net of GST rebate). S (~ F Excavating Ltd.'s bid and references have been reviewed and are deemed acceptable by Schollen & Company, the City's design consultant for this project. The Health & Safety Policy, current WSIB Council Amendment to Draft 7 (CAD-7), Certificate of Insurance as submitted by S & F Excavating Ltd. have been reviewed by the Coordinator, Health & Safety and are deemed acceptable. Financial information as provided by D & B for S & F Excavating Ltd. has been reviewed by the Purchasing Analyst and in conjunction with Schollen and Company's review of the contractor's previous work experience and the bonding available on this project, the tender is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Operations & Emergency Services Department, Municipal Property & Engineering Division recommends the acceptance of the low bid submitted by S & F Excavating Ltd. for Tender T-4-2007 in the amount of $193,754.22 (GST included) and that the total net project cost of $ 300,000 be approved. Subject: Tender. T -4-2007 David Farr Park Dam Removal Project July 5, 2007 Page 41 1 7 This report has been prepared in conjunction with the Manager of Supply & Services who concurs with the foregoing. Upon your approval for this tender and associated costs, we will proceed with an online requisition to issue a Purchase Order. Attachments: 1. Location Map 2. Supply & Services Memorandum, June 20, 2007 3. Schollen and Company Letter of Recommendation Prepared by: c)~_ qt;:el/ Selsky - ~ Supervisor Engineering & Capital Works Everett Buntsma Director Operations & Emergency Services K jrt. illi Paterson Director Corporate Services & Treasurer \ ! d>-/ Vera Felgemacher Manager, Supply & Services /~ "/v7,~ Attachments DS:nw I . 11 8 MUNICIPAL PROPERTY & ENGINEERING Attachment for Tender No. T-4-2007 DAVIDFARR PARK .;) I I () LJ I~ ~ ~ I~ 13 g z --1 (l l:oA:11 ~J ~_~.~ ~_. u'_ o <( o cr: LJ > o <{ o cr:: ) ) J) '-- ~ CAN80ROUGH MALDEN f'./ LL o -'LJ 1 .~.I cr 0' I PROPOSED CONSTRUCTION INCLUDES: DAVID FARR PARK - Pine Creek Works (Phase II) . existing concrete dam and gabion walls are to be removed . reconstruct the Pine Creek water channel with rock edge and ripples . restore the natural vegetation along the stream banks . create a wetland area . remove existing walkway and pave new one . introduce a butterfly meadow along Glenanna Road w x o RIDGE-WOO P'-~' K\ E~__ ~~ ~(~ '\ LJ J- SUBJEc Z cr:: AREA ~. ii U . ~ Iii [!J Of'/iVf: I U:'N~ '--- --~ - ~ [ ~ v ~ LOCATION MAP ..J ..J <( (j) Z w I \- cr:: =:J o U MEMO .... _:-.::_ SCHOillN &. COMPANY INC. =='= 2,0 Duncan MlIll100d . SlAe 109 Don Mills. Ontario MJ8 JJ5 Teleo/"lolie< 416.441.3044 ,i:ocslmde. 416.J41.~O\a e.mail: de.sIQ"@1chollenc"dcompcny,ccm To: Ms Doris Chee Coordinator, Landscape & Parks Development City of Pickering 11 9 From: Mark Schollen 'CHOIlIR l CompallY .IIC. Re: David Farr Park Dam Removal Tender No. T -4-2007 Recommendation for Award Date: 27 June 2007 Doris: Further to your request, the references provided by S + F Excavating Limited were contacted by the undersigned to confirm their capability to successfully complete the above noted project. The following references were contacted: Mr Steve Wilson - Town of Aurora Mr Bill Gould - Town of Newmarket Mr Bill McGregor - City of Barrie All three references were favourable with respect to the contractor's performance related to scheduling, quality of work and timely rectification of deficiencies. All three references stated that they would not hesitate to retain S+F Excavation limited to undertake other projects in the future. In response, we recommend that the contract for the David Farr Park Dam Removal project be awarded to S+F Excavation Limited. Should you require additional information related to the reference check please do not hesitate to contact me. Cc: Mr Darrell Selsky, City of Pickering Schollen & Company Inc. Landscape Architects and Environmental Restoration Consultants 120 MEMO SCHOUEN ~~ COMPANY INC. 220 :JUf'1con M~~ 10Cd . Sune 109' Den Mtj.;, Omc;lD MJ93,:; Tel~crCf"a' Jl,~'.~Jl.JOA4 FoC3It'I"'llle. 4'6,''/41 "60!O ..mcil: ';.&$I(,;r'~,'K;hclk:U'~ardcomponv.ccm To: Ms. Doris Chee Coordinator, Landscape and Parks Development City of Pickering From: Mark Scholl en SCHOUEN & COMPANY INC. Re: David Farr Park Dam Mitigation Project Tender Evaluation Project Number: 26032 Date: June 27, 2007 Doris: . Further to your request, Schollen & Company Inc has competed a comparative evaluation of the bids received for the David Farr Park Dam Removal Tender (T-04-2007). We have prepared the attached matrix that provides a summary of the bids in comparison to each other as well as the pr'9liminary cost estimate prepared by our firm based upon the evaluation. S&F Excavating Limited was confirmed to have provided the lowest bid for the contract We have reviewed their prices and have found them to be consistent with those within our database. We have also checked all of the bids for arithmetic errors and have confirmed the accuracy of the totals. We have not had the opportunity to work with S&F Excavating Limited in the past and therefore cannot ofier an opinion on the expertise or capability of this firm to perform the specified wok. VI/e recommend that a reference check be completed to confirm the capability and reputation of the firm prior to award of the contract as a precautionary measure. We will be pleased to contact the references listed in the tender form on the City's be'1alf with your approval. Should you require additional information or have any questions or concerns, please do not hesitate to contact the undersigned. Yours truly, SCHOUEN & COMpANY INC. c-::"" . ]'D'7"r7~ r.~::~~.,...r..--~"_."-_::> Mark Schollen, BLA, OALA, CSLA Principal c.c. Mr. Darrell Selsky, City of Pickering CORPORATE SERVICES DEPARTMENT MEivlORANDUiVl 1 21 June 20, 2007 To: Richard Holborn Division Head Municipal Property & Engineering Darrell Selsky Supervisor, Engineering & Capital Works From: Barbara Tran Buyer Subject: Tender No. T-4-2007 Tender for Dam Removal Project David Farr Park CLOSING: Wednesday, June 20, 2007, Tenders have been received for the above project. Seven companies were invited to participate. An advertisement was placed in the Daily Commercial News, News Advertiser and on the City's Website yielding interest from additional bidders and a total of 10 companies picked up a tendering package for a non-refundable fee of $50.00. A copy of the Record of Tenders Opened and Checked used at the public tender opening is attached. Tenders shall be irrevocable for 60 days after the official closing date and time. Purchasing Procedure No. PUR 010-001, Item 10.03 (r) provides checking tendered unit prices and extensions; unit prices shall govern and extensions will be corrected accordingly, which has been done. All deposits other than the low three bidders may be returned to the applicable bidders as provided for by Purchasing Procedure No. PUR 010-001, Item 10.03(w). Therefore, the copies of bids from the low three (3) bidders are attached for review. T-4-2007 Tender for Dam Removal Project Juna 20, 2007 Page 2 I . 122 SUMMARY (PST included, GST included) Bidder Total Tendered After Calcul,ation Amount $ Check $; S & F Excavating Ltd. 193,748.92 193,754.22 The Ontario Construction Co. Ltd. 199,534.40 199,534.40 R & M Construction 243,076.60 243,076.60 Dig-Con International Ltd. 263,162.97 263,162.97 Royalcrest Paving Ltd. 268,899.44 268,899.44 Elirpa Construction & Materials 328,228.13 328,228.13 Evans Contracting Ltd. 375,111.74 375,111.74 Hollandia Land & Environmental Solutions UNABLE TO BID Pursuant to Information to Bidders Item 21, the following will be requested of the low bidder for your review during the evaluation stage of this tender call. E'lease . advise Supply & Services as soon as possible if we are to proceed in this direction. (a) a copy of the Health and Safety Policy to be used on this project; (b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); (c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; and (d) the City's certificate of insurance completed by the bidder's agent, broker or insurer. Include the following items in your Report to Council: (a) if items (a) through (d) noted above, are acceptable to the Safety & Training Co-ordinator; (b) any past work experience S & F Excavating Ltd. including work location; (c) without past work experience, if reference information is acceptable; (d) the appropriate account number(s) to which this work is to be charged: (e) the budget amount(s) assigned thereto; (f) Treasurer's confirmation of funding; (g) related departmental approvals; (h) any reason(s) why the low bid of S & F Excavating Ltd. is not acceptable; and (i) related comments specific to the project. T-4-2007 Tenderfor Dam Removal Project June 20, 2eO? Page 3 123 Schollen & Company Inc. as the consultants en this .project will be reviewing submissions and making recommendations to you. The consultant should also review carefully all submittal information based on tendering instructions. If the consultant notices any infractions or information missing during the evaluation, please contact a member of Supply & Services as soon as possible. Duplicate copies of the bids are attached for the consultant's use. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in due course. If you require further information, please feel free to contact If you require further information, please feel free to contact me or a member of Supply & Services. cJRJ&t~ Barbara Tran Ibt Attachments Copy for: Director, Operations & Emergency Services CITY OF PICKERING RECORD OF TENDERS OPENED AND CHECKED Tender Description: Dam Removal Project - David Farr Park Bid I Agreement I Addendums Total Amount Deposit to Bond No. % Tendered acknowled ed y,y. V/ \/ Date: Wednesday, June 20, 2007 Time: Approx.2:15pm Bidder Name Dig-Con International Ltd. Elirpa Construction & Materials Evans Contracting LJd. .~ v/ S & F Excavating Ltd. C/TY ~i,a!f~resent .' q)V-1 I Ak!) Pj L . / . \ j // I j.\, /~ . \ >1 ! \ . f ,,' I "1Lf . / \ {p;.AJ/ /, '- L./ ,/ ........1 ~i ,/"7 s:.. \ , // l../ ~'_ . \ // 1'-)"'-' .,."" --.,... /" . '. .-..f' 'J'~ 'i ,/ /.,......",z/ . ( ,.( ....."'" t... " . . iF -.', '. _,.__.. ; Tender No.: T -4-2007 BIDDER'S SIGN IN i ~... '- (j) .~ , /" k:tendpay/recOid of tenders opened doc. Other -..--- ~ N ~ COMMENTS .-i J ATTACHMENT # ,..&-, TO REPORT # J.2."iK-,f>l OPERATIONS & EMERGENCY SERVICES DEPARTMENT 1 2 5 MEMORANDUM July 24, 2007 From: Everett Suntsma Director, Operations & Emergency Services r-~ ~~t;:EIVEO !!~~.E To: Thomas J. Quinn Chief Administrative Officer Saba Gajadharsingh Division Head, Human Resources ,J:~~AVOR ; COU~lt ~G ':~Eclc;T.Q~ : CORP SERV , PLAN & DEV l,OPER & EMERG , CUL & REC ;:IRE Andrew C. Allison City Solicitor !\i:PF Subject: Heath & Safety Standard Operating Procedures (SOP) File: A-4600-001-07 Please be advised that responses have been received from three bidders with respect to the Re uest for Proposals to engage a consultant to complete SOP' ~j~ the . y. he low bid received from Durham College in the am nt of $26,130.00 plus GST / n c~mmend that they be engaged immediately to co enc_ wor ou Ined in the RFP. Pending satisfactory performance of this phase of the work program, we will be recommending that Durham College also be engaged to conduct "Train the Trainer" education in order to prepare or the ro ut" of the new SOP's. is requested. ~ '// /' . ~ /Z Sab' a' harSingh-#;/ ES:ks Attachments ~ c-- L THOM,AS , . CHIEF '''JI' "1""0-,:; ,"1' '" (' '7i/~ <f-/ v7 ,.~ ""--"~-'~-""""'""."'''-~''.'~"''-'~-'~'<''-- 126 CORPORATE SERVICES DEPARTM~I""~~~~~ ,1 I 8NINi\i'ifld i 1ISNIi!:l1'.! MEMORANDUM rl -'T"~)31l S3:)1^~3S 3'dl::J.J L i 's3c:~~'~~n'~L '~N3'i'dol:1d'NnV'Jj i I ,,::.:?''i.~L:J L I ':)3i:l "5 '1i1:) ,I ~i >!t1:rJ51-1 'o"rf.::;ll · l'JN7i05'i I l::lOAI:NI.! :0.1 Ad 00 I GJIi\::l J Everett Buntsma j _.._~. :01 'A3,.l\i! Director, Operations & Emergency Servicer--,.. . ~~ :'o~ ~- ~~-'I i----~. 1.13 ILl Vera A. Felgemacher L...L__._.7_...._._.1~.~.~~~:~:~=_~JJ Manager, Supply & Services . ';LXJ!A.lGS I' :)c.:;~)JeL'.j::: ~i! SU'Jl+:::;i,,-,::-!() j _~_"_~_,,,,"""'."......._n,'w~.~..... ....m',.. ...~'".,...'."..,,,. ."J July 18, 2007 To: From: Subject: Request for Proposal - Health & Safety Consultant Service No. RFP-2-2007 Supply & Services released the above noted request for proposal on J1uly 7, 2007 inviting five companies of which three companies submitted proposals by the closing date and time of Tuesday, July 26,2007. A copy of the summary memorandum issued by Supply & Services is attached. Evaluation committee members individually reviewed and scored each proposal completing the evaluation form based upon the evaluation criteria in the terms of reference. The committee convened on Friday, July 13, 2007. An averagE~ total score of each proposal was calculated by the committee creating a shortlist for review and consideration. A copy of this summary is attached for information. The proposal submitted by Durham College School Continuing Education received the highest score. The evaluation committee recommends the acceptance of proposal No. RFP-2-2007 submitted by Durham College School Continuing Education to develop approximately 39 Interdepartmental Procedures and approximately 28 Standard Operating Guidelines for the City, subject to acceptability of the health and safety documentation. The Health & Safety documentation submitted by Durham College School Continuing Education will be reviewed by Susan Kamin, Coordinator, Health & Safety for acceptability and will advise accordingly. This review is standard procedure.. In accordance with Purchasing Policy PUR 010.001 Item 04.09 a proposal award between $26,500 and $53,100 requires the approval of the Chief Administrative Officer. If you re uire further information, feel free to contact me. cA Vera A. Fe~emacher Manager, Supply & Services vaf attachments CORPORATE SERVICES DEPARTMENT MEMORANDUM 127 July 4, 2007 To: Susan Kamin Coordinator, Health & Safety ~(Q)(P)W From: Vera A. Felgemacher Manager, Supply & Services Subject: Request for Proposal - Health & Safety Consultant Service No. RFP-2-2007 Terms of reference for the above request for proposals were provided to five (5) consulting firms. Three (3) proposals have been received by the deadline of 2:00 PM Tuesday, June 26,2007. A preliminary review to ensure the "Mandatory Submission Requirements" appear in a submission has been undertaken. Each item is to be reviewed more closely by committee members and scored to reflect each item's relevance and value. In accordance with Terms of Reference Item 4: Submissions will be reviewed by an evaluation committee consisting of a Coordinator, Health & Safety, the Division Head, Human Resources, the Manager, Supply & Services and the Supervisor, Infrastructure Management, and evaluated according to the criteria described in the proposal document. The committee to rank the submissions lowest to highest score will tabulate an average score per submission. The evaluation committee for consideration and approval will recommend the highest scoring submission. I will leave it with you to determine an appropriate date and time to arrange a meeting for the evaluation committee, to review the submissions and evaluation criteria. One copy of each proposal is being provided directly to you with a copy of this memorandum. Please do not disclose any information to enquiries. Bidders will be advised of the outcome in ue course. If you require further information or assistance feel free to contact me. C_.....i Vera A. Felgerrfacher bt attachments /U/ ,""\..J,' .:..',/V' o () / :2.'i I 0 i L 6: t 7 F:~:\ F' T N.'\NCF. [) S PT @OOl.il)Ol ,..~. . A 1$ LLcrl ."f & 1 2 8 .~~.~~ ~I"l"':- ',. El ...:J.:1:- ,---=~ " ... ridtTRINC - A TTkC." ,3 REPORT #.c5-dJ S ~ 07 f'ilk:~ln!;; Ci"!~~ c~ Ie p\:'( ur,e Tke EJpiJr:'.l'.l~ Plc"er1ns, (~~".t~l:,~_: C,l1.HJJ l,.. "'-. D, r,~=C .~cu:::,~.;J05. 4-'2,(,). -j~' :(~:.' 'ToU J:r~l~ ~.;'36(~.(~:i3 l- jC' d ty~rrFi(~=(: c~ S.:::-;:,,; COlzrOR......fF SERV1CES DFP:\[(.TtvlcNT D.?p:".tm~:'It 905.42Q4(,:iO\ ~'~Il.t~' Pid,er'!t'8' 9US.663.~j60 "';;:,imile 9G.:'.'!205JIJ c'J,?se;v:[t:CilypiclV\lg. F=~tsimile 416.321.2522 June 25, 2007 George Kandelas, President RECElVED CITY OF PICKERING JUN 2 6 2007 SUPPLY AND SERViCES <C~)~W Arsenal Cleaning Services Ltd. 80 Nashdene Road Unit 7 Toronto, ON M1V 5E4 Subject: Tender No. T.1-2006 Tender for Cleaning Services ....--...--.'- -.--- ---" The purpose of this correspondence is to solicit a response from you to the following questions for the City's review at this time. Please select one, sign, and return at your earliest convenience. ~ The tender sLlbmitted by Arsenal Cleaning Services Ltd, dated January 31, 2006 for tllG above project is available for acceptance by the City without any change to the terms, conditions, specifications and pricin';l, with a possible start date of August 1, 2007 OR o The tender submitted by Arsenal Cleaning Services Ltd. datecl JanualY 31, 2006 for the above project is available tor acceptance by thE' City without any change to the terms, conditions, specifications and pricing except as detailed on Appendix A, with a possible start date of August 1 i ?007. fr:~;'~:!c-/~k.s - t;:' ./?:-,ltl~j c::j,1:'~~~;;)~) Ver A. Folgemacher, C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services Copy: Division Head, Culture & Recreation supervisor, Facilities Operations APPROVED ~~~:: Gillis A. Paterson, C.M-A. Director, Corporate Services & Treasurer 0'7 ~,.,..,<.."".,~.,':",'-' __/~)-t · ,~_... i. ~,,_.~~~~.~~~;~~{~~{:~;:':~.:..~>;\it>:} ;:~:\,,'.~:-'..' . ~-i~""" '-,J ~/-cy1[C,! L -~-- .-- -~ ..-- ~ ATTAChj"l 4- REPORT#..cs... 4~ - 0 '1 OPERATIONS & EMERGENCY SERVICES DEPARTMENT CULTURE & RECREATION DIVISION MEMORANDUM 129 August 21, 2007 To: Stephen Reynolds, Division Head, Culture and Recreation From: Len Hunter, . Supervisor, Facilities Operations Subject: In-Pro Cleaning Contract Termination In-Pro Cleaning Systems Incorporated's contract with the City of Pickering to clean various facilites was terminated on August 1, 2007 for various reasons. In-Pro Cleaning Systems has been the successful bidder for cleaning services for the past two contracts, beginning on March 1, 2003 for a three-year term and then again in 2006 for a further 3-year term. Small problems have arisen over the years but since the current contract was awarded in March of 2006, the problems had increased to a point that was unacceptable to the City. These problems generally had to do with the cleanliness of our buildings, lack of supervision of staff, inattention to detail and staff turnover. With facility and library staff members in attendance, monthly meetings were held with the owners of In-Pro Cleaning Systems in 2007 to discuss the problems. Lists of problems were given to the In-Pro owners and monthly cheques withheld as per the specifications of the contract (April, May, June and July). A detailed chart was prepared by staff listing dates and problems that arose in 2007 and reoccurred over and over. A final letter was sent by the Manager, Supply and Service, dated July 6,2007, to In-Pro Cleaning Systems, advising that due to the ongoing problems with no corrective action being taken by this company, the decision was made to terminate the contract with In-Pro Cleaning Systems Inc. effective August 1,2007. The City then awarded the contract to Arsenal Cleaning Services effective August 1, 2007. Arsenal Cleaning Services' bid was the 2nd lowest received in the 2006 tender and they have agreed to take over the remainder of the contract at the same tendered costs submitted in 2006. In addition to all facilities in the current cleaning contract, the new addition at Fire Hall #5 was added to the contract at this time. """""_""x,_"_~,,,,,,,,,,,,,,,_,""'",^,,".,,,,,,,,,,,,,.,",,,,,,,,,,,,,,""""""''-'~''''''''''''''"-'''''_ In Pro Cleaning Contract Termination August 21, 2007 1 3 0 Page 2 All outstanding invoices have been paid to In Pro Cleaning Systems but thel $50,000.00 performace bond has been retained to cover all additional expenses incurred due to the termination of the contract. A smooth transition has taken place at this point and Arsenal Cleaning Services are performing to the City's satisfaction and as per the terms of the contract. LH:bw ,... ).,'11A"'1 j. r:- ..:.'2 {~FORT #.0:.~ V D '7 ADMINISTRATION DEPARTMENT CLERK'S DNISION 1 31 ;r RIl'i'""'C -,. 'i 7"f "~,,. '" fI!""' ,,,, lI."..:, -'I'; ~''''''' !iIt 'leu. eu' L.. . '.- ~ ..1 CITY OF ....:I.,:..;...~""~~.. -"", J r '. \.. ." f ,...1 L:1 i' ~ r MEMORANDUM MA Y 1. b 2002 ,..,c....p I.J,JH ORATE ::,tY;\/lCf.8 May 27, 2002 TO: Tom Quinn, Chief Administrative Officer Oil Paterson, Director, Corporate Services & Treasurer FROM: Bruce Taylor, Clerk SUBJECT: Referrals from Council Meeting of May 21, 2002 Please be advised that the Council of the City of Pickering passed Resolution #80/02, Item #4, at the Council Meeting of May 21, 2002, as follows: I, That Report to Council CAO 04-02 seeking authorization by the Chief Administrative Officer to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council be received; and 2. That subject to the Council approved Purchasing Policy & Procedure, the Chief Administrative Officer be authorized to act in Council's approval capacity on behalf of Council during any recess, break or absence of City Council on the condition that: a) such actions are in compliance with the Purchasing Policy & Procedure as approved under Resolution 136/01; and b) the costs thereof are within the budget previously approved by Council; and c) a report respecting those approvals is subsequently submitted to Council. 3. That appropriate officials of the City of Pickering be authorized to give effect thereto. ."j "t." // // I/ r /.i/-/ .., //'-/ 1---/ / . Bruce Taylor / .' L____. BT:dk Copy: T.J. Quinn, Chief Administrative Officer